Vacancy: Office Administrator and Meeting Coordinator

Vacancy: Office Administrator and Meeting Coordinator

The European Banking Federation (EBF) is the voice of the European banking sector, bringing together national banking associations from across Europe. The federation is committed to a thriving European economy that is underpinned by a stable, secure and inclusive financial ecosystem, and to a flourishing society where financing is available to fund the dreams of citizens, businesses and innovators everywhere.

We create a platform for representation and for a constructive exchange of ideas and expertise between banks, regulators, supervisors and other entities that drive the innovation and sustainability of the banking sector. As a team, we learn, work and deliver together in an informal, impact-driven manner.

The European Banking Federation (EBF) is seeking to recruit a full-time Office Administrator andMeeting Coordinator.

Key Responsibilities

Meeting coordination

• Coordinate the bookings, logistics and catering of meetings at the EBF meetings facilities both for the internal and external meetings;
• Oversee the logistical set-up and arrangements for the EBF internal and external meetings (including catering and cleaning);
• Oversee providers in respect of services and setting-up of the meeting rooms;
• First point of personal external contact for the organization to receive, respond and relay callers and visitors;
• Provide support services to EBF visitors (e.g. such as connection to wifi, printing of documents and other related matters when they arise).

General office management

• Oversee the inventory of office supplies and maintenance products in a timely, cost-effective manner and good order as well as regularly review the suppliers from a cost and sustainability point of view;
• Oversee proper functioning and timely maintenance/replacement of all office facilities and appliances, including being the point of contact with the landlord and technical suppliers;
• Oversee the cleaning and instruct / liaise with the external cleaning team when necessary;
• Coordinate maintenance and technical issues in relation to EBF offices;
• Liaise with EBF subtenants in relation to their needs in terms of facilities, ICT and other services that are part of their sublease agreement;
• Support the Operations team in organizing office (social) events and other internal activities;
• Various other office and operations related ad-hoc tasks .e.g. sending documents, receiving and sending mail and packages etc.

Successful candidates fit for the following profile:

• A bachelor's degree in office administration/secretarial studies or equivalent, or, five years' experience in a similar role;
• Coordination, planning, organisation, monitoring and follow-up skills;
• Able to work independently and within a team in a multicultural environment;
• Excellent business presentation (attitude, smile, attire, etc.);
• Strong interpersonal and communication skills (oral and written);
• Proficiency in office software and tools (e.g., MS Office Suite);
• Excellent command of English/French (oral and written).

In addition, the candidate should demonstrate:

• A positive, proactive "can-do mentality," with a willingness to take on challenges and find solutions;
• Service- and people-oriented;
• Attention to detail and practical problem-solving skills;
• Stress and effective time management skills;
• Priority setting and multi-tasking skills;
• Sound user knowledge of audio and video conferencing equipment in the meeting rooms;
• Discretion and confidentiality.

The ideal candidate will show considerable proactivity and initiative, flexibility, motivation and desire to be thoroughly implicated in the working day.

Start Date: As soon as possible

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How to apply

Please send your application, with curriculum vitae, including a letter of motivation to EBF Recruitment at email address: [email protected].

Closing date: 9 October 2024

Disclaimer: please note that, due to the degree of interest shown in (professional) positions at the EBF, we may not be able to respond to every application. If you have not heard from us before31 October 2024, you may assume that we will not be moving your application forward. We very much appreciate your interest in working with us and wish you every success in your search. Thank you for your understanding.

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