🇩🇪 Office Administrator Position in Germany 🗂️ Supporting Senior Management at the European Central Bank's Legal Services 📋 (€4,278/month net)

If you are an experienced executive assistant or business support professional who thrives at the centre of a high-level team, the European Central Bank is hiring. In this Office Administrator role in Frankfurt, you will support the senior management of the ECB's Legal Services, keeping a fast-paced, multicultural directorate running smoothly while working with state-of-the-art technology and senior stakeholders across Europe.

About the Team

You will be part of the Directorate General Legal Services, which has about 160 members of staff who provide legal advice, prepare ECB legal acts, and represent the ECB in court.

As an Office Administrator, you will join a committed team of three staff members supporting the senior management team, and in particular either the Director General or one of the two Deputy Directors General. The senior management team sets the strategic direction of the Directorate General and oversees its work.

You will perform various administrative, operational, and organisational tasks in close collaboration with the senior management team, the Directorate General as a whole, the offices of Executive Board members, and the offices of senior managers in other ECB business areas. You will also maintain good relations with the offices of the general counsels of other EU institutions, as well as international and financial institutions.

The ECB is an inclusive employer and encourages applications irrespective of age, disability, ethnicity, gender, gender identity, race, religious beliefs, sexual orientation, or other characteristics.

Your Role

🗂️ Proactively contribute to the organisation, administration, and smooth functioning of the senior management team, business processes, and the Directorate General as a whole, including organising and supporting meetings

📅 Provide administrative support to senior management, including managing the diaries and mailboxes of the Director General and/or other members of the senior management team

✈️ Coordinate the organisation of travel arrangements, meetings, and appointments, including the preparation of related documents

🤝 Work closely and proactively with various high-level stakeholders, including Executive Board members' offices, senior managers of other business areas, and external high-level counterparts

📣 Support the planning of communication activities across the Directorate General, including the preparation of town halls, surveys, and other initiatives

🎤 Help organise and facilitate high-level meetings and conferences

⚙️ Support efforts to simplify, digitalise, and automate business processes and improve the ability to create, share, and manage the Directorate General's tacit and explicit knowledge

💶 Monitor resources, process invoices, handle procurement, manage contracts, and provide support on budgeting questions

The position offers excellent opportunities to collaborate with others and use state-of-the-art technology to manage processes, events, information, and legal operations, all within a multicultural team that strives for continuous innovation.

Essential Qualifications, Experience and Skills

🎓 Relevant vocational training or a university degree or equivalent in paralegal studies, business administration, project management, process management, data science, or another relevant field

💼 A minimum of two years' experience as an executive assistant or business process administrator

📊 A sound understanding of stakeholder management, including planning and reporting on the progress of tasks, projects, and events

🔒 Experience dealing with sensitive information in a discreet and confidential manner

🔧 Experience handling operational processes and driving improvements in those processes

🔀 Experience working in a team, the ability to handle multiple requests at the same time (for instance via a shared inbox or similar tool), and the ability to switch between tasks

🖥️ Advanced knowledge of the MS Office package (Word, Excel, PowerPoint, Outlook, SharePoint, Teams, and Planner) and programmes for planning and projects, budgeting, and travel arrangements

🗓️ A track record in organising and facilitating virtual, hybrid, and on-site meetings

🗣️ An advanced (C1) command of English and an intermediate (B1) command of at least one other official language of the EU, according to the Common European Framework of Reference for Languages

Desired Qualifications and Skills

⚖️ Experience working in a legal environment

📑 Experience with procedures for publishing key documents and communications on internal and external platforms

The Profile They Look For

🤝 You are recognised as someone who supports others proactively

📈 You work constantly to improve your own output and learn willingly from other people's diverse perspectives

🔄 You signal any need for change by explaining it and proposing alternative solutions

🧠 Your strong capacity for analytical thinking enables you to work with incomplete information, and you deliver in line with stakeholder needs

What They Offer

💶 A D (bracket 1, step 1) full-time monthly net salary of €4,278, plus benefits

📚 Strong professional development, training, and mentoring opportunities

🌍 A multicultural team working at the heart of the ECB's legal operations

The Details

📍 Place of work: Frankfurt am Main, Germany

🕒 Working time: full time

📑 Type of contract: fixed-term, for one year from the exact starting date, which may be extended or made permanent subject to organisational needs and budgetary constraints

🌍 Eligibility: EU nationals

Application and Selection Process

The recruitment process will be conducted remotely and will include a written exercise and interviews. If you are not selected but are still considered suitable, you will be placed on a reserve list, from which you might be considered for similar positions within the ECB.

To apply, create a single candidate profile via the ECB online recruitment portal, provide all relevant information in the form (an attached CV will not be considered unless stated), submit in English free of errors, express your motivation clearly, and apply well in advance of the closing date.