(Senior) Executive Assistant

Role overview

This role is located at the organisation’s headquarters in Luxembourg and requires regular attendance in the office. It is a full-time temporary appointment at grade 2/3, with a contract duration of 3 years. Relocation assistance is available. Interviews are expected to take place in July.

The European Investment Bank (EIB), the European Union’s bank, is recruiting a (Senior) Executive Assistant for its Management Committee Directorate, Groups Ombudsperson Unit. The position supports the Office of the Ombudsperson by keeping executive operations organised, anticipating priorities, and serving as a central coordination point for sensitive internal exchanges so the Ombudsperson can focus on institutional duties.

Key purpose

The assistant is responsible for keeping the Ombudsperson’s office running smoothly by coordinating workflows, managing competing priorities, and handling confidential interactions with tact and discretion.

Working environment

The role reports directly to the Ombudsperson and involves a high degree of independence in dealing with non-routine and sensitive matters. It requires sound judgement, strong prioritisation, and ongoing awareness of confidentiality and the needs of colleagues approaching the Ombudsperson’s Office. The role may also involve accompanying the Ombudsperson on missions to other EIB Group offices.

Main duties

• Organise missions, senior-level internal and external meetings, receptions, business travel, and related administrative preparation, follow-up, and documentation.
• Manage the Ombudsperson’s calendar proactively by balancing priorities, resolving clashes, and adjusting schedules when urgent matters arise.
• Act as the main liaison between the Office of the Ombudsperson and internal or external contacts, ensuring accurate, timely, and confidential information flow.
• Draft correspondence, prepare responses, and track follow-up actions to ensure deadlines are met.
• Coordinate the preparation, review, quality control, and timely submission of files and documentation for approval and meetings.
• Keep both electronic and paper records well organised and up to date to support easy retrieval and data accuracy.
• Carry out other ad hoc duties, including research support, event organisation, and project-related tasks.
• Serve as a consistent administrative reference point for the Office, helping maintain continuity and standard working practices.
• Suggest and implement improvements to administrative and operational processes to improve efficiency and reliability in sensitive case handling.

Qualifications and experience

Candidates should have secondary education plus a 2-year certificate in a relevant area such as secretarial studies or business administration, or equivalent relevant experience at secondary level.

A minimum of 5 years’ experience in administrative support is required. Experience as a personal assistant supporting management-level responsibilities would be an asset.

Knowledge of the EIB Group’s activities, structure, stakeholders, policies, procedures, and processes would be beneficial.

Skills and knowledge

Applicants should be comfortable using standard office software and tools, including Word, Excel, PowerPoint, intranet systems, and MS Outlook. Strong organisation, attention to detail, and the ability to juggle multiple priorities are essential, together with initiative, reliability, and a strong sense of ownership.

The role also calls for tact, discretion, diplomacy, and excellent communication skills, especially when engaging with senior internal and external stakeholders. Flexibility, independent working, and teamwork are both important.

Language requirements

Very good command of English and/or French is required, along with a good level of the other language. Knowledge of additional EU languages would be an advantage.

French is not necessarily a mandatory hiring requirement unless stated as a formal qualification, but both English and French are official working languages at the EIB and will be required for future career development. The expected language level is Level 5 of the Inter Institutional language courses, equivalent to B1.2 of the CEFR. Training support is available.

Additional information

The EIB values diversity, equity, and inclusion and welcomes applications from qualified candidates regardless of gender identity or expression, age, racial, ethnic or cultural background, religion or belief, sexual orientation, disability, or neurodiversity.

Reasonable accommodation can be requested during recruitment for candidates with a disability, neurodivergence, or a chronic health condition by contacting the recruitment team at [email protected].

By applying, candidates agree to follow all security and information-protection rules of the EIB Group, including policies on controls, document classification, document handling, and prevention of unauthorised disclosure or reputational harm.

The application deadline is 2 July 2026.