The EIB, the European Union's bank, is seeking to recruit for its Secretariat General Directorate (SG) – Shareholder Relations and Institutional Matters Department (SR&IM) – Protocol, Visits and Events Division (PTL) located in Brussels/Belgium, a Resident Protocol and Events Officer – Permanent EIB Representation Brussels*.

This is a full time position at grade 5 for which the EIB offers a permanent contract in Brussels /Belgium.

*internal benchmark Facilities Management Officer

Panel interviews are anticipated for the first half of February 2026.

Purpose

You will coordinate and organise visits and events (mainly in) Brussels and (occasionally) in Headquarters. You will deliver Protocol services for the President and MC members, liaise with EU Institutions and other organisations and their protocol services in order to ensure smooth execution of high-level engagements. You will represent the Head of Division at key events and meetings in order to maintain continuity and uphold organisational presence. You will regularly, prepare and accompany the President’s on business travels in order to guarantee effective protocol and logistical support.

Operating Network

You will report to the Head of Protocol, Visits and Events Division.

The Protocol, Visits and Events Division is responsible for the overall planning, management and supervision of the full range of protocol, meeting, dining and events services in and outside the EU. It maintains protocol relations with representatives of Member States, EU Institutions and other national, international and multilateral institutions and organisations.

Protocol activities include official visits to the Bank, official visits of EIB President abroad, the visitor group service, all staff events and any kind of high profile outreach event in Luxembourg, in and outside the EU, whether EIB organised or event sponsorships.

The position requires availability outside standard working hours and regular business travel (sometimes on short notice).

Accountabilities

• Provide professional protocol support for the EIB President, MC members and other senior managers or staff when visiting Brussels, the EIB Office, any EU Institution or Body or any other national or international organisation or institution, exercising diplomacy and exhibiting excellent understanding of the EIB mission, and the EU institutional and political framework;
• Prepare missions for the President and accompany the President and delegations on missions outside Belgium and Luxembourg, as assigned by the Head of Division.
• Manage Official and corporate meetings and events organised by the division in Brussels, whether in the EIB Brussels Office or in an external venue – in close collaboration with Head of Division and/or senior colleagues based at the EIB head offices in Luxembourg, ensuring the satisfaction of MC and other internal and external key stakeholders.
• Represent the EIB Group and the Head of Division when delegated, actively promoting the interests and requirements of the Bank and the division.
• Ensure protocol access and a professional welcome when visiting other institutions by liaising with relevant counterparts and accompanying senior management where appropriate.
• Organise official and corporate meetings and events in Brussels, both at the EIB Brussels Office and external venues, in close collaboration with the Head of Division and senior colleagues in Luxembourg;
• Guarantee high-quality organisation and stakeholder satisfaction for bilateral meetings, signature ceremonies, seminars, and receptions;
• Coordinate with Brussels Office colleagues in charge of meeting room management and catering, ensuring smooth execution of event;
• Manage protocol arrangements for visits to the EIB Permanent Representation in Brussels, liaising with the Head of Representation and the Head of Division;
• Oversee protocol tasks for official visits, including seating plans, protocol gifts, and coordination with building security or police;
• Managing activities related to event sponsorships in Brussels including budget, efficiently coordinated with the EIB Permanent Representative and the Brussels staff members tasked by the Head of Office.
• Analyse and evaluate requests for event sponsorships/partnerships and provide a recommendation to the Head of Division and Director to allow a sound and informed decision;
• Responsible for overseeing all administrative tasks related to the core tasks in Brussels including statistics and inventories as well as budget control;
• Coordinate with the Brussels Office colleagues responsible for meeting room management and catering to ensure the organisation of smooth and high quality bilateral meetings, signature ceremonies, seminars and receptions;
• Liaise and coordinate efficiently with the external service providers and their staff on site;
• Develop and maintain a strong network of contacts within EU institutions and other national or international organisations, providing analysis and updates to the Head of Division;
• Close collaboration with the Head of Division, the Heads of Unit and other senior colleagues in charge for the preparation of the annual list of events, budgets and event evaluation. Related tasks to be determined by the Head of Division;
• Efficient coordination with the Head of Division, the Heads of Unit and colleagues of the division as well as some other internal stakeholders will require regular presence in Luxembourg (monthly or at the request of the Head of Division).

Qualifications

• University degree (minimum an equivalent to a Bachelor) preferably oriented towards international relations, diplomacy, European studies, law, political sciences, languages, hospitality-travel-event management or corporate communication
• At least 5 years of relevant professional experience in areas like protocol, diplomacy, international relations, official missions, interpreter, or VIP hospitality and business travel, of which at least 2 years in a confirmed protocol role
• Excellent understanding of the EU institutions and relevant counterparties that the incumbent will interact with
• Sound experience with budget and procurement process and rules
• Relevant and recent professional experience in a key EU Institution may constitute an advantage
• Comprehensive knowledge of and experience with diplomatic and corporate protocol rules and activities
• Experience with organising and accompanying official missions;
• Knowledge of high-quality hospitality and catering and event organisation
• Ability to work both independently and in a team with an aptitude for close cooperation with numerous different inside and outside parties;
• Ability to oversee and coordinate the work of others, as needed
• Proficiency in using MS Office standard IT tools and software applications
• Excellent command of written and spoken English and French. Knowledge of other EU languages would be an advantage.

Competencies

Find out more about EIB core competencies here