Office Administrator

Your role

As an Office Administrator to the CSO you will :

• proactively contribute to the organisation, administration and smooth functioning of the CSO Office, including managing the CSO’s schedule, organizing internal meeting with CSO leadership team as well as other key stakeholders, external meetings and business trips, tracking CSO signatures on documents and contracts;
• work closely and proactively with various high-level stakeholders, including Executive Board members’ offices, other business areas and external counterparts;
• monitor and ensure the timely submission of documents for decision-making processes, follow up on pending approvals, and oversee the successful completion of these processes;
• supporting the onboarding, handovers and training of new colleagues in the CSO office by planning, scheduling and preparing for their arrival (including planning office space allocation and relocations);
• support the preparation of ECB-wide initiatives (town halls, surveys, team building events, strategic off-sites, coffee mornings, leadership events, etc.);
• support the Secretariats of the ECB and the Eurosystem-wide Committees, chaired by the CSO and / or in which the CSO participates, in the scheduling and preparation of meetings, including conference room bookings, external dinner reservations and budget matters (purchase orders, invoice validation, sourcing of vendors, etc.);
• take the initiative when liaising with assistants across all CSO business areas so as to create a common vision and approach to office matters while ensuring good and timely information flows;
• handle system processes and drive improvements in those processes;
• monitor resources, process invoices, handle procurement, manage contracts and provide support on budgeting questions.

The position offers you excellent opportunities to work closely with the CSO and other members of her team and contribute to various initiatives involving people at different levels of seniority within and outside the ECB.

In this role, you will be expected to demonstrate a high degree of professionalism and attention to detail, a strong sense of responsibility and an ability to work closely with other team members to ensure that all administrative tasks are completed efficiently and effectively.

You will be part of a multicultural team that strives for continuous innovation to make a positive impact on the lives of European citizens.

Qualifications, experience and skills

Essential :

• relevant vocational training or equivalent, or a university degree in a relevant field such as accounting, public administration, business administration, law, human resources, finance, information technology, communications or any other relevant field (see for details on degree equivalences);
• a minimum of five years’ professional experience in the field of management support or business process support;
• experience in providing administrative support to senior executives;
• excellent communication and interpersonal skills, with a strong ability to build relationships with internal and external stakeholders;
• a proactive, service-oriented attitude and the ability to work independently and under pressure, handling sensitive information discreetly;
• experience with procurement, contract management, and budgeting;
• proficiency with standard office tools as well as programs used for planning / projects, budgeting and travel arrangements;
• an advanced (C1) command of English and an intermediate (B1) command of at least one other official language of the EU, according to the .

You are recognised as someone who supports others proactively. You work constantly to improve your own output and you learn willingly from other people’s diverse perspectives.

Your strong capacity for analytical thinking enables you to work with incomplete information and you deliver in line with stakeholder needs.

You are motivated to contribute to the ECB’s mission, to serve the citizens of the EU as a member of a public institution and to work with colleagues from all over Europe.

You are motivated to be part of our team and to develop and use your skills and competencies to achieve the aims of this position.