- Company Name
- EUAM RCA
- Job Title
- EEAS Vacancy: Secretary - HQ Contract Agent FGII - EEAS Headquarters job No 447647 and 448863
- Job Description
-
**Job Title**
Secretary – FGII (Contract Agent)
**Role Summary**
Provide comprehensive secretarial and administrative support to the Head of Division and division staff within the European External Action Service. Manage calendars, communications, documentation, IT systems, and logistics to ensure efficient operation and timely execution of strategic communication activities.
**Expectations**
- Rapidly adapt to a dynamic, multidisciplinary environment.
- Demonstrate proactive initiative, strong service orientation, and teamwork.
- Maintain confidentiality, accuracy, and high professional standards at all times.
**Key Responsibilities**
1. Calendar & Appointment Management – coordinate schedules, filter calls/messages, and ensure timely follow‑up on all appointments.
2. Communication Handling – receive and route telephone calls, answer general inquiries, manage e‑mail exchange, and oversee routine correspondence.
3. Documentation & Records – register, file, and retrieve incoming and outgoing documents (ARES, SYSPER, MIPS+, etc.); prepare minutes, notes, reports, and briefing materials.
4. IT & System Administration – maintain and troubleshoot core administrative tools (ARES, SYSPER, MIPS+, WEBEX, HIVE, e‑briefing, Decide).
5. Meeting & Event Support – arrange logistics, circulate agendas, prepare briefing files and speeches, and ensure all materials are ready and available.
6. Budget & Mission Support – assist with mission budget planning, preparation, and reporting.
7. Cross‑functional Coordination – participate in team activities (briefings, Parliamentary Questions, inter‑service consultations, translation requests).
**Required Skills**
- Excellent written and verbal communication.
- Superior organizational and time‑management abilities.
- High attention to detail and accuracy.
- Advanced computer skills (MS Office, Outlook, web‑based platforms).
- Familiarity with administrative procedures and documentation standards.
- Ability to manage multiple priorities and meet deadlines under pressure.
- Strong teamwork and interpersonal skills.
**Required Education & Certifications**
- Bachelor’s degree or equivalent in administration, business, communications, or related field, or substantial relevant professional experience.
- No specific certifications required, though proficiency in relevant EU administrative tools (ARES, SYSPER, MIPS+) is strongly preferred.