Short-term Pool for Management and Administrative Assistants

Management & Business Support
European Central Bank wide
You can no longer apply

General Information

Type of contract Short-term contract

Who can apply? EU nationals

Salary C (1) (minimum full time monthly net salary €4029 and benefits, see further information section)

Role specialisation Management Support

Working time Full time, Part time

Place of work Frankfurt am Main, Germany

Closing date 17.10.2021

Your team

Are you looking for a stimulating short-term opportunity, offering our managers and staff the support they need to meet the ECB’s objectives? Then this is the perfect job for you! We are creating a pool for short-term assignments. We regularly need management or administrative assistants for periods of between 3 and 12 months to cover absences or to work on engaging and interesting short-term projects.
As a Management/Administrative Assistant at the ECB, you will help our managers and staff achieve the ECB’s mandate of maintaining price stability and supervising banks. Your responsibilities will include providing administrative support to the management team and divisional staff. You will be working in a dynamic, multicultural environment with colleagues from all over Europe.
The ECB is an inclusive employer and we strive to reflect the diversity of the population we serve. We encourage you to apply irrespective of age, disability, ethnicity, gender, gender identity, race, religious beliefs, sexual orientation or other characteristics.

Your role

As a Management/Administrative Assistant you will:
  • provide administrative and secretarial support to management and divisional staff, which may include assisting with the running of various business processes (e.g. monitoring central inboxes, creating and coordinating workflows, liaising with internal and external stakeholders);
  • organise meetings/conferences, manage calendars and business travel arrangements, help process expense claims and maintain stocks of office supplies;
  • support the Division’s financial/budgetary processes and contribute to budget planning;
  • assist with human resources processes for your respective team (e.g. recruitment, newcomers’ on-boarding, inductions and team training courses);
  • manage the flow of information, handle internal and external emails and telephone calls;
  • manage the document management workspace.

The position offers you excellent opportunities to learn and administer key processes and systems of the institution, while supporting diverse teams in the smooth implementation of daily activities. You will be part of a multicultural team that strives for continuous innovation to make a positive impact on the lives of European citizens.

Qualifications, experience and skills

  • relevant vocational training or equivalent, or a university degree in a relevant field, such as accounting, public administration, business administration, law, human resources, finance, information technology or communications (click here for details on degree equivalences);
  • in addition to the above, a minimum of two years’ professional experience in providing administrative/secretarial support to managers and their business units;
  • experience in organising events, conferences or high-level meetings;
  • advanced user knowledge of MS Word, PowerPoint and Outlook, and intermediate knowledge of Excel;
  • availability to start work at short notice;
  • an advanced command of English (C1) 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.

  • experience in managing virtual meeting tools (e.g. WebEx, MS Teams) and virtual collaboration tools (e.g. Miro, Mentimeter);
  • experience of working in a large organisation in an international, fast-paced environment;
  • user knowledge of document management systems such as OpenText Livelink, and budgetary and human resources management support systems (such as SAP).

You are recognised as someone who supports others proactively. You strive to improve your own output and you willingly learn from the diverse perspectives of others. You effectively identify any need for change, and you are eager to propose solutions. Your strong capacity for analytical thinking enables you to work with incomplete information and you deliver in line with stakeholder needs.
You are motivated to contribute to the ECB’s mission, to serve the citizens of the EU as a member of a public institution and to work with colleagues from all over Europe.

Working modalities

We are willing to discuss part-time arrangements.

Further information

Based on business needs, successful candidates will – if selected from the pool – be offered a short-term contract for a period of between 3 and 12 months. Successful candidates are expected to be available to start work at short notice.

Application and selection process

To become part of the pool, candidates that meet the essential requirements defined in the vacancy notice may be asked to conduct a pre-recorded video interview. 
If you are selected to be part of the pool and if a short-term assignment opens up, the further selection procedure may include remote interviews.
Find out how to apply for a position at the European Central Bank. Read more about joining us.