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Duties:

• Providing coordinated general administrative support to the Head of Cabinet in his management duties (agenda planning; human resources management; procedures and document management; organisation of senior management meetings; handling of interinstitutional contacts, etc.);
• Providing administrative support in view of meetings of the CoR statutory bodies (Conference of Presidents, Bureau, Plenary, Commission for Financial and Administrative Affairs, Audit Committee) under the guidance of the Head of Cabinet and in cooperation with the various CoR Directorates and the President's Cabinet;
• Providing administrative support to colleagues from the Cabinet (tracking deadlines and work-flows, preparing and following up on meetings, compiling meeting files, managing correspondence and documents, filing, etc.), including routine secretarial tasks;
• Organising weekly Cabinet meetings, under the guidance of the Head of Cabinet;
• Attending meetings and working groups when necessary;
• Ensuring proper document flow management (i.e. managing the reception of documents, registering documents in the relevant IT tools, assigning tasks to the Directorates and monitoring deadlines, including file briefings and speech requests for the President's Cabinet and the Secretary-General);
• Contributing to the further development of IT-based platforms and new internal procedures, aimed at achieving smoother workflows;
• Providing administrative support in connection with human resource management duties (leave, absences, training, staff, reports, etc.);
• Ensuring a smooth organisation of Cabinet staff missions (approval procedure, booking and travel arrangements, compilation of mission dossiers, reporting);
• Providing back-up to the personal assistant to the Secretary-General or the other assistant in the Cabinet as and when necessary.

Qualifications required:

• high sense of initiative, excellent organisational skills and strong interpersonal skills;
• ability to work in a team and to communicate effectively;
• flexibility, a good work ethic and an inquiring mind;
• relevant professional experience is desirable;
• ability to cope with change and pressure;
• thorough knowledge of commonly used IT applications (Word, Excel, Outlook, PowerPoint);
• knowledge of IT tools such as Adonis, Sysper and SharePoint would be an asset;
• good understanding of the activities of the European Union and of the CoR;
• thorough knowledge of one official language of the European Union (EU) and satisfactory knowledge of another official EU language. For functional reasons, at least a thorough knowledge of French or English is required and knowledge of another EU language is desirable.