Executive Assistant, ECHA Helsinki, European Chemicals Agency, Helsinki

Executive Assistant, AST 3

1.Is this job for you?

Are you an enthusiastic professional with experience in providing hand-on support to senior management? Do you enjoy working in an international setting? Would you like to contribute towards ensuring the safe use of chemicals in Europe? We invite applications for the different directorates at the European Chemicals Agency in the role of Executive Assistant. You will have an opportunity to work on a wide variety of tasks to support the Agency’s senior management.
The European Chemicals Agency is a leading organisation at the EU and international level when it comes to protection of the environment and the health of European citizens and workers. The successful candidate will interact with a wide range of colleagues at all levels of the Agency, enabling them to deliver their best possible work.

2.Key responsibilities

At ECHA, an Executive Assistant will be responsible for the following tasks:
Manage the daily running of the office of the Director;
Schedule appointments, maintain and update the daily calendar;
Draft and review correspondence and invitations;
Organise internal and external meetings and events, including logistics, budget preparations and minute taking;
Preparation and coordination of high-level visits to the Agency;
Travel management;
Internal communication in the Directorate and towards other Directorates and staff in ECHA;
Overseeing and supporting other administrative staff;
Any other tasks related to the area of work as requested.

3.Eligibility criteria

The selection procedure is open to applicants who satisfy the following eligibility criteria, on the closing date for application:

a.General requirements
The applicant must:
Be a national of a Member State of the European Union, or a national of the European Economic Area (Iceland, Liechtenstein, Norway) ;
Enjoy the full rights as a citizen;
Have fulfilled any obligations imposed by the laws concerning military service;
Produce the appropriate character references as to the suitability for the performance of the duties ;
Be physically fit to perform the duties ;
Have a thorough knowledge of one of the official languages of the European Union and a satisfactory knowledge of another such language to the extent necessary to perform your duties;
Be able to communicate well in English as this is the working language of ECHA;
Be below the age at which staff of the EU is automatically retired, i.e. currently on the last day of the month in which he/she reaches the age of 66 .

b.Qualifications

1) Successful completion of post-secondary level education attested by a diploma
or
2) Successful completion of secondary education giving access to post-secondary
education and at least three (3) years appropriate professional experience.

Only qualifications issued by EU Member State authorities or EEA authorities and qualifications recognized as equivalent by the relevant EU or EEA Member State authorities will be accepted.

c.Professional experience

To qualify for this profile, you must have at the closing date for applications a total professional experience of at least six (6) years acquired after achieving the minimum requirements stated out in 4.b 1) and 4.b 2).
At least three (3) years of your total professional experience must be relevant professional experience in the fields listed in section 3.

4.Selection criteria

If you meet the eligibility criteria set out in section 4, your application will be assessed based on the following selection criteria. The candidates who are judged to be the most suitable on the basis of the selection criteria will be invited to a (remote) written test and/or interview. The selection committee will decide whether succeeding in the written test is a prerequisite to be invited to the interview.

Your academic and professional qualifications and their relevance to the main areas of work listed in section 3.

oPreference will be given to qualifications obtained in or covering the following fields:
Management administration
Business administration
Public administration

Your professional experience: Preference will be given to candidates having experience in functions similar to those outlined in section 3. The Selection Committee will assess the range of fields covered, the length, the type and level of work done and its relevance to the areas of work listed in section 3.

The following will be considered as assets:
Proven experience of working as an assistant to senior management;
Proven experience in organising high-level meetings and experience in managing complex administrative work;
Work experience gained in a similar multicultural environment. Preference will be given to work experience abroad.

Your academic and professional qualifications, professional experience and knowledge and experience considered as an asset must be described as precisely as possible in your application.

5.How to apply

You can submit your application and find more information (the complete vacancy notice and application form) on ECHA website http://echa.europa.eu/web/guest/about-us/jobs/open-positions. ECHA is an equal opportunity organisation committed to achieving diversity, as the diversity of ECHA’s staff is essential to the Agency’s success. The deadline to fill in the application form is 20 May 2025 at noon 12:00 Helsinki time (11:00 a.m. CET).