Administrative Assistant

For the EU Agency we are looking for an Administrative Assistant for the Management Board Secretariat (MBS)!

Role summary:

The purpose of the post is to provide administrative support to the activities of the

Management Board Secretariat (MBS). The duties of the role are performed under the

supervision, including guidance and support, of a Temporary Agent (AD). The role does

not imply managing or supervising human and budgetary resources.

Standard role duties & responsibilities:

• Assist with the preparation and running of meetings and with their follow-up,
• including preparation and management of meeting documents, handling of
• correspondence prior and after the meetings, and logistics;
• Take care of the document management system for MB and Working Groups
• (WGs)-related documents, contribute to developing business processes/workflows
• related to document/record management, including maintaining a consistent
• referencing system that enables efficient search and retrieval possibilities in
• compliance with the applicable regulations;
• Maintain an index of MB / Working Groups (WGs) conclusions, enabling searches
• and providing follow-up / implementation status;
• Manage the MBS inbox, including filing of in-coming and out-going emails, keeping
• track of outstanding communications/requests and related deadlines;
• Take detailed meeting minutes that accurately reflect key discussions and
• decisions;
• Perform any other duties in the area of competence.

A fulltime, temporary 6 months contract from 1-10-2025 until 31-03-2026

Salary range:

• 3759,07 gross per month/21,69 gross per hour (5 years of experience)
• 4253,15 gross per month /24,54 gross per hour (5 - 15 years of experience)
• 4812,16 gross per month /27,76 gross per hour (15 years of experience or more)

Interesting and challenging work that brings value to European citizens;

A diverse and stimulating working environment

EU Agency headquartered in The Hague, the Netherlands

Education:

• A level of post-secondary education attested by a diploma, or a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years;

Experience:

• At least 3 years of experience in providing administrative support in the private or public sector, with a focus on meeting organisation, document management, archiving and filing, or entailing such type of tasks;
• Experience in working environments that require high level of discretion and confidentiality.

Skills & Knowledge:

• Have a thorough knowledge of English (at least level C1), according to the
• Common European Framework of Reference for Languages;
• Very good drafting skills;
• Good administrative and organisational skills;
• Good understanding of meeting protocols, being able to organise and run meetings
• effectively, including minute-taking;
• Ability to gather and synthesise information from various sources to include in
• documentation;
• Good understanding of indexing and categorising to ensure easy retrieval of
• documentation;
• Keen eye for detail with the ability to maintain standards of accuracy under
• pressure of tight deadlines;
• Competent user of Microsoft Office applications (MS Word, Excel, PowerPoint and
• Outlook) and the internet;
• High degree of commitment and flexibility;
• High level of customer and service-orientation;
• Ability to act with discretion and confidentiality;
• Ability to work well under pressure, both independently and in a team.
• Good analytical and problem-solving skills including the ability to anticipate
• potential problems, determine and implement solutions;
• Good interpersonal skills, including the ability to effectively liaise with other
• departments, groups and teams as well as with external partners;
• Ability to work effectively in an international and multi-cultural environment.

Got excited? Apply untill the 10th of September, 2025, by leaving your details on our website via the application button.