(Senior) Executive Assistants - 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 at its headquarters in Luxembourg, (Senior) Executive Assistants. This publication concerns a generic recruitment campaign for Executive Assistant positions at Level 2/3. It aims to establish a reserve list for current and future needs across various Directorates of the Bank. Applications received through this campaign, that meet the eligibility requirements, may be considered for vacancies arising within one year from the confirmation of their eligibility, in different teams and functional areas. The Bank retains the right to determine the level of the position, the type and duration of contract (including fixed‑term or permanent), the team and Directorate to which the selected candidate may be assigned, as well as the timing of recruitment, in accordance with organisational needs and internal policies. Concerned candidates will be informed of all these conditions in advance. By applying, candidates acknowledge and accept that the recruitment process may be used for multiple positions within different Directorates, at different position level and under different contract types, and that no legal claim may arise from the Bank’s decision to fill or not fill any position through this campaign. Panel interviews are anticipated for December/January. Purpose Provide high-level executive, organisational and administrative support to senior management, enabling the efficient running of the relevant directorate, department, division or office. The role requires sound judgement, discretion, and a proactive approach to managing priorities, information flows, and senior-level interactions. Operating Network The role involves close cooperation with management teams, other Executive Assistants, and colleagues across the EIB Group, as well as regular interaction with senior internal and external stakeholders. The role requires autonomy, flexibility, service orientation, and the ability to prioritise several tasks simultaneously while maintaining accuracy, professionalism, and a high level of confidentiality. Accountabilities

• Act as a trusted point of contact for the senior manager, handling sensitive, complex and confidential matters with discretion and sound judgement.
• Manage and optimise the senior manager’s agenda, assess priorities, resolving competing demands, and coordinating appointments, meetings and professional travel.
• Organise internal and external meetings, missions, visits and events, including logistical arrangements, briefing materials, and timely follow-up.
• Screen, prioritise and follow up on incoming correspondence and requests, ensuring deadlines are met, and appropriate action is taken.
• Prepare, edit, quality-check and finalise correspondence, briefings, notes, presentations and documents requiring approval or signature.
• Facilitate effective information flow within the organisational unit and with other EIB Group services and external counterparts.
• Support management and team meetings, including preparation of documentation, monitoring of decisions, action points and deadlines, and communication of follow-up.
• Maintain well-organised electronic filing, document management and collaboration spaces, ensuring information is accurate, accessible and handled in line with applicable requirements.
• Provide guidance on administrative procedures and working practices, and identify opportunities to improve coordination, efficiency, and service quality.
• Provide cover or back-up support to other Executive Assistants where required and contribute to team continuity.
• Perform other administrative, coordination or project-related tasks in support of the organisational unit.
• Uphold the highest standards of confidentiality, discretion, reliability and professionalism.

Qualifications

• Secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration etc) or secondary level education with equally qualified experience in a relevant field
• At least 5 years of relevant professional experience, preferably in executive, personal or senior administrative assistance; experience supporting a senior-level manager in a complex institutional or corporate environment would be an advantage.
• Proven experience in handling confidential and strictly confidential information with tact, discretion, and sound judgement.
• Strong organisational and planning skills, with the ability to anticipate needs, prioritise effectively, manage competing demands, and deliver accurately under pressure.
• Excellent written and verbal communication skills, with the ability to interact confidently and diplomatically with a wide range of senior internal and external stakeholders.
• A high degree of autonomy, initiative, reliability, flexibility and service orientation, combined with the ability to work effectively as part of a team.
• Good understanding of administrative and operational procedures; experience in an international, institutional or corporate environment would be an advantage.
• Excellent knowledge of standard IT tools, particularly SharePoint, and MS Office tools (Word, Excel, PowerPoint).
• Fluency in English, both written and spoken. Knowledge of French* and/or 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 Jobs@eib.org 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 of October 2026