High-Level Visits Assistant

For the EU Agency we are looking for an High-Level Visits Assistant interim in the Corporate Communications!

Role summary:

The purpose of the post is to provide administrative support for high-level visits and events as well as protocol related tasks in the Corporate Communications Unit.

Standard role duties & responsibilities:

• Provide support in the preparation of high-level visits and events from protocol as well as organisational perspective;
• Assist during the execution of the visits;
• Support the Protocol function in every-day administration linked to the organisation of the high-level visits and event management;
• Implement the organisational protocol and procedures related to high-level visits and events;
• Draft processes related to the implementation of the protocol;
• Maintain overviews of high-level visits and events and regularly update relevant logs;
• Prepare folders and collating materials from relevant high-level visits;
• Stock management – monitor and maintain the stock of high-level gifts and promotional items;
• Assist with the preparation of meetings and follow-up including preparation of documents, archiving files and taking minutes related to the area of work;
• Manage common mailboxes, handle incoming and outgoing internal and external
• mail;
• Performing any other duties in the area of competence.

A fulltime, temporary 6 months contract from 1-09-2025 until 28-02-2026 (contract extention is possible)

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:

• Preferably 2 years of recent experience in administrative or project support in the public or private sector, including 6 months of hands-on experience supporting high-level visits;
• Experience with protocol or/and event management;
• Recent experience in working environments that require high level of discretion and confidentiality;
• Experience in working in an international multidisciplinary work environment. 

Skills & Knowledge:

• Strong knowledge of time management principles to effectively prioritise tasks and meet tight deadlines including ability to multi-task;
• Knowledge of the planning cycle of the (high-level) visit;
• Have a thorough knowledge of English (at least C1 level)
• Very good drafting skills;
• Keen eye for detail with the ability to maintain standards of accuracy under pressure of tight deadlines;
• Good analytical and problem-solving skills including the ability to anticipate potential problems, determine and implement solutions;
• 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;
• Good administrative and organisational skills;
• Ability to act with discretion and confidentiality;
• Ability to work well under pressure, both independently and in a team;
• 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 24st of July, 2025, by leaving your details on our website via the application button