VN 25/63 Secretary/Administrative Assistant in the Office of the Director General

Working in the Office of the Director General (DG), this role of Secretary/Administrative Assistant will provide administrative and secretarial support to the Director General and will report to the Personal Assistant of the Director General. The Office of the Director General also provides secretarial and administrative assistant support to the Office of the EUMETSAT Chief Scientist (CS) and the Internal Audit Division (IA).

The Office of the Director General is located within the Directorate. The mission of the Directorate is to support the DG in carrying out the mission of EUMETSAT, to define the EUMETSAT Strategy, to identify emerging technologies and scientific breakthroughs, to manage EUMETSAT International Relations, to deliver internal and external communications services, to provide quality management, as well as to provide guidance and leadership on scientific aspects of strategic relevance.

• Support documentation management procedures for the DG Office;
• Interact with the Chief Scientist to support the planning and implementation of key projects, meetings, inbox triage and calendar;
• Liaise with the Chief Scientist in the preparation of Delegate Body documents;
• Organise business travel for the Chief Scientist (CS), CS staff and IA staff;
• Prepare and process internal and external post, register correspondence and files in the documentation management system, schedule appointments, archive documentation and maintain the DG contacts’ database and other related administrative tasks;

• Respond to external telephone enquiries and deal with administrative enquiries from other Divisions/Departments;
• Prepare and ensure the smooth running of internal and external meetings (virtual and in-person) and external visits;
• Provide support in the absence of other secretaries in the DG Office.

• Proven secretarial / administrative experience in a busy multi-lingual/international environment;
• Excellent typing skills with a high proficiency in the MS Office tools package (in particular Word, Excel, and PowerPoint);
• Experience in using documentation management systems and SAP (or another ERP system);
• Experience of arranging and supporting meetings in a hybrid environment using Webex, Zoom, or Teams etc.;
• Methodical approach with strong attention to detail, excellent interpersonal / communication skills, and evidence of successfully working within a secretarial team;
• Ability to exercise discretion and confidentiality at all times;
• Experience in interfacing with senior officials in the context of the organisation of meetings, workshops and other events would be an advantage.
• Experience on using AI tools would be an advantage.