- Company Name
- EUBAM Libya
- Job Title
- EEAS Call for Expression of Interest: Administrative Assistant (AST1) - POL.AMERICAS.1 –Regional Affairs - Job 489840
- Job Description
-
**Job Title:** Administrative Assistant (AST1) – Regional Affairs (Americas)
**Role Summary:**
Provide comprehensive administrative support to the Americas Division and its staff, including the COLAC/COTRA Chairs, by managing schedules, correspondence, document handling, and event coordination. Facilitate effective communication between EU officials and Latin American stakeholders, ensuring efficient operation of missions, meetings, and information systems.
**Expectations:**
- Deliver prompt, accurate, and confidential administrative services.
- Demonstrate proactive, organized, and service‑oriented approach.
- Work effectively as part of a cross‑functional team, ensuring smooth coordination of inter‑service consultations and high‑level meetings.
**Key Responsibilities:**
- Arrange and maintain diaries, filter calls, and handle inbound/outbound correspondence (Ares).
- Organise staff missions using MIPS+, coordinate travel, and conference arrangements.
- Prepare briefing files, speeches, and supporting documents, including managing translation requests.
- Maintain archived documents and data in Hive and other IT databases; update and retrieve records as required.
- Coordinate and host meetings, workshops, and events; manage logistics, supplies, and meeting minutes.
- Serve as backup for COLAC and COTRA secretariat duties, ensuring continuity of service.
- Provide guest reception and assistance to external visitors in compliance with security protocols.
- Support inter‑service consultations and monitoring required by the Division.
**Required Skills:**
- Excellent written and verbal communication in English; proficiency in Spanish highly desirable.
- Strong organisational, time‑management, and multitasking abilities.
- Proficiency with MS Office, Ares, MIPS+, Hive, and document‑management systems.
- Attention to detail, discretion, and an ability to handle confidential information.
- Initiative, adaptability, and a proactive problem‑solving mindset.
**Required Education & Certifications:**
- Minimum: Bachelor’s degree in Administration, Political Science, International Relations, or equivalent.
- Relevant certifications in administrative support or project coordination may be considered advantageous.
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