(Senior) Executive Assistant - based in Luxembourg

This position is based at our Luxembourg headquarters and requires regular office presence. The EIB offers you the opportunity to live and work in a truly international and multi-cultural environment. We also offer relocation support.

The EIB, the European Union's bank is seeking to recruit for its Management Committee Directorate (MC), Groups Ombudsperson Unit (OMBUDSPERSON) at its headquarters in Luxembourg, a (Senior) Executive Assistant.

This is a full time temporary position at grade 2/3.

The term of this contract will be 3 years.

Panel interviews are anticipated for July.

Purpose

The (Senior) Executive Assistant ensures the effective coordination and operational functioning of the Office of the Ombudsperson by independently managing executive workflows, anticipating priorities and acting as key coordination point for sensitive internal interactions, in order to enable the Ombudsman to focus on institutional responsibilities.

Operating Network

The (Senior) Executive Assistant reports directly to the Ombudsperson and operates with a high degree of autonomy across a broad range of non-routine and sensitive matters. The role requires sound judgement, strong prioritisation, and discretion in coordinating workflows and managing interactions.

The position carries significant responsibility for handling confidential information and requires continuous awareness of both the sensitivity of the issues addressed and the vulnerability of colleagues engaging with the Ombudsperson’s Office. The (Senior) Executive Assistant may also accompany the Ombudsperson on missions to EIB Group offices.

Accountabilities

• Plan and organise various events, e.g. missions, (high-level) meetings (internal and external), receptions, and business trips/mission, including travel arrangements, administrative preparation and follow-up as well as preparation of required documentation and information
• Independently manage and optimise the Ombudsperson’s agenda by assessing priorities, resolving competing demands and proactively adjusting schedules in response to emerging issues
• Act as central coordination and interface point between the Office of the Ombudsperson and internal and external stakeholders ensuring timely, accurate and confidential exchange of information and facilitating the smooth handling of sensitive matters
• Managing correspondence, preparing replies and/or ensure appropriate follow up and meeting deadlines
• Coordinate the preparation, quality-checking and timely submission of documentation and files to the Ombudsperson’s approval/action, ensuring timely preparation and review of the files for the executive and others meetings
• Maintain appropriate electronic and paper filing system, as well as ensuring data quality, to enable easy access and retrieval
• Perform other ad hoc tasks upon request to support the organisational unit, research support, organisation of events and project related work
• Serve as a reference point within the Office of the Ombudsperson for administrative coordination, ensuring continuity of operations and consistent application of working practices
• Identify, propose and implement improvements to administrative and operational processes within the Office of the Ombudsperson, contributing to efficiency, reliability and consistent handling of sensitive cases.
  
  

Qualifications

• Secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration), or secondary level education with equally qualified experience in a relevant field
• At least 5 years’ professional experience in an administrative support role, experience as a personal assistant with responsibilities at management level would be an advantage
• Familiarity with the EIB Group’s activities, organisational structure and key stakeholders, as well as its policies, processes and procedures, would be an advantage
• Good knowledge standard office tools (Word, Excel, PowerPoint, Intranet, MS Outlook)
• Strong organisational skills, with the ability to prioritise effectively, manage multiple tasks, and ensure a high level of accuracy and attention to detail
• Strong sense of responsibility and initiative, with the ability to take ownership of tasks and deliver reliably to a high standard
• Tact, discretion and diplomacy, combined with excellent communication skills and the ability to interact confidently with senior internal and external stakeholders, while adapting flexibly to varying business needs
• Ability to work independently and as part of a team, as the situation requires.
• Excellent knowledge of English and/or French (***), with a good command of the other. (Knowledge of other EU languages would be an advantage)
  
  

Competencies

Find Out More About EIB Core Behavioural Skills Here

To find out more about our eligibility criteria click here

(***) Unless stated explicitly as a required qualification, a good command of French is not a pre-requisite for hire. As both English and French are however official working languages of the EIB, proficiency in both languages is a pre-requisite for your future career development. Any language clause in your contract must be fulfilled in order for you to be eligible for a promotion (either via the annual appraisal cycle or via an internal selection process). Proficiency is understood to mean the attainment of level 5 of the Inter Institutional language courses, corresponding to B1.2 of the Common European Framework of Reference for Languages (CEFRL). The Bank offers appropriate training support.

We hire and value talent with unique characteristics, creating a work environment where they can be themselves. We believe that Diversity, Equity and Inclusion makes us a performing and innovative organisation. We encourage all suitably qualified and eligible candidates to apply regardless of their gender identity/expression, age, racial, ethnic and cultural background, religion and beliefs, sexual orientation, disability or neurodiversity.

If you require reasonable accommodation during the recruitment process due to a disability, neurodivergence, or a chronic health condition, please contact the EIB Recruitment team [email protected] who will manage your request appropriately.

By applying for this position, you acknowledge the importance of maintaining the security and integrity of the Information of the EIB Group. In case of selection for the position you agree to comply with all measures (policies, controls, document classification and management) implemented by the EIB Group to prevent unauthorised disclosure of any information or any damage to the EIB Group reputation.

Deadline for applications: 30th June 2026