Personal Assistant to the Secretary General - EJTN

A vacancy has arisen for the position of Personal Assistant to the Secretary-General at the European Judicial Training Network (EJTN) headquarters in Brussels.

About EJTN

The European Judicial Training Network is an international not-for-profit association gathering training institutions for the judiciary of all European Union Member States. Its aim is to promote training and exchange programmes with a genuine European dimension for the members of the European judiciary.

EJTN affirms itself as a major platform where its Members cooperate on the analysis and identification of the training needs of the judiciaries of the Member States, the exchange and dissemination of experience in the field of judicial training and the design of programmes and methods for collaborative training.

Additionally, EJTN serves as an arena for the coordination of Members’ programmes and activities in matters relating to European law and those which concern initiatives of the EU and the dissemination of knowledge about the legal systems of EU Member States.

EJTN works closely with the European Commission and with nearly 40 EU national judicial bodies, which are Members and Observers of EJTN.

ROLE AND RESPONSIBILITIES

The Personal Assistant is supporting the Secretary General in administrative, organizational and logistic tasks.

• Acting as the point of contact between the Secretary General and internal and external parties
• Acting as a first point of contact for callers, dealing with emails and phone calls by responding, passing on messages or highlighting them for their manager’s attention; handling requests and queries appropriately
• Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the Secretary General behalf
• Managing the calendar of the Secretary General and ensuring it is aligned with the priorities of the organization; including scheduling appointments and sending reminders
• Organizing travel arrangements of Secretary General
• Consolidating and submitting expenses report for Secretary General
• Keeping tracks of all SG’s meetings and upon context preparing logistics, agenda, PPT, minutes.
• Preparing meetings with different stakeholders in close coordination with the Senior Legal Advisor, including preparing facilities and materials (printing compiling, etc) for scheduled events
• Taking meeting minutes when assigned
• Writing letters and updating strategic files on the Sharepoint
• Maintaining the EU portal
• Overseeing the EJTN mailbox
• Updating the EJTN contact lists
• Entering data, maintaining databases, and keeping accurate records
• Welcoming persons visiting EJTN premises
• Receiving and distributing the post and letters
• Anticipating high priority deliveries, identifying any potential obstacles to the execution of tasks and proposing adapted course of action
• Helping to connect dots to make things happen upon planning and deadlines
• Keeping supervisor and Secretary General informed on a regular basis on the progress made and coordinating with them to ensure an efficient and professional support and service
• Act in a most confidential and discreet way related to tasks and information received while performing the job

DEADLINE FOR APPLICATIONS

Interested persons can send their applications by 21 August 2023, 18:00.

PROCEDURE OF APPLICATION

Please send your CV and short motivation letter to alina.secrieru@ejtn.eu and copy virginie.menko@ejtn.eu.

Please include in the subject of the email Job Application Personal Assistant – followed by your Name and Surname.