CDT-AD5-2025-03 - Assistant to the Director

Your main duties:

1. People management

-          You distribute tasks among the Director’s Secretariat’s administrative assistants;

-          You foster an excellent working atmosphere, based on the Translation Centre’s values;

-          Working in a small team, you ensure all members of the team can seamlessly back-up each other, which includes ensuring colleagues get to the same level of knowledge, skills and competencies;

-          Looking towards the future, you ensure colleagues grow and get more confident in their ability to perform their tasks at the highest level.

2. Office management

-          Coordinate the activities and ensure the efficiency of the Director’s Secretariat;

-          Facilitate the approval of the documents submitted to the Director with a first assessment regarding priority and links with other files;

-          Provide preliminary advice on content matters to the Director on the options presented by the Departments/Sections;

-          Coordinate the drafting of documents, notes, letters, etc. for consideration;

-          Coordinate the preparation of briefing material before meetings with external parties, as well as debriefing after the meetings, when necessary;

-          Coordinate and monitor progress of internal workgroups and summarise feedback to the Director;

-         Establish and maintain good working relationship with external parties (EU institutions and other bodies, EU agencies and EU agencies network coordination, authorities of Luxembourg);

-        As the secretary of the Management Board, ensure in particular the planning and organisation of the Management Board meetings, as well as written procedures;

-          Facilitate the dissemination among the staff of the relevant decisions or communications, including making sure they are published on Intranet;

-          Support the Director in the execution of their tasks, including work related with the internal control framework;

-          Coordinate or manage, when requested by the Director, cross-entity projects and activities.

Essential technical skills and professional experience:

.          Professional experience in EU Institutions ;

.          Very strong ability and professional experience with Office tools;

.          Experience with introducing new tools or ways of working to increase efficiency;

.          Experience with managing staff;

.          Excellent command of English (level C1 and above), very good command of another EU official language (level B2 or above).

.          Good knowledge (B2 or above) of French is considered an advantage; 

Essential non-technical skills:

.          Very strong planning and organisational skills;

.          Very strong attention to detail;

.          Ability to analyse simultaneously several complex files and propose meaningful advice to the Director;

.          Strong appetite for new ways of working, aiming at simplification, efficiency and rendering the highest level of service;

.          Ability to translate the Centre’s values in day-to-day dealing with internal and external partners;

.          Very strong service-orientation and ability to show flexibility in peak-periods;

.          Very high sense of confidentiality and ability to communicate in a diplomatic way.