Secretary in the Political Section

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The European Union Delegation to the United States of America, Washington DC is looking for:

Secretary in the Political Section

We are

The European Union (EU) is an economic and political partnership between 27 European countries. It plays an important role in international affairs through diplomacy, trade, development aid and working with global organizations. Abroad, the EU is represented through more than 140 diplomatic representations, known also as EU Delegations, which have a similar function to those of an embassy.

The EU Delegation to the United States of America in Washington, DC works in close coordination with the Embassies and Consulates of the 27 EU Member States. We are a fully-fledged diplomatic mission and represent the European Union in dealings with the U.S. government in areas that are part of the EU's remit.

We offer

The post of Secretary (Local Agent Group III) in the Delegation's Political Section. The team consists of 19 people. The Secretary will be under the supervision and responsibility of the Head of the Political Section, and will be assigned the following main tasks and duties:

• Overall administrative support including agenda management, budget planning, document management, the drafting of correspondence, formatting and editing reports and documents, and travel planning;
• Providing administrative support for the organization of regular meetings with EU Member States;
• Assistance in scheduling virtual meetings, both internal and with external interlocutors;
• Providing administrative support to visits from HQ, setting up programs for visitors including accommodation, logistics, appointments with the US Administration, Congress, and other relevant stakeholders, and administrative support to visitors while they are in Washington;
• Manage and update the section's list of contacts;
• Treatment of incoming and outgoing documents in the Delegation information management system, documents by pouch, demarches, photocopying, filing and archiving etc.;
• Provide back-up to the other two assistants and perform occasionally atypical working hours;
• Any other administrative/secretarial tasks as necessary.

The post involves occasional atypical working hours.

We offer an attractive position in a stimulating and supportive work environment and working in close coordination with colleagues across the EU Delegation. The salary range is dependent on relevant and verified employment experience, starting from $62K (3 years of experience), $65K (4 years' experience), $69K (8 years' experience) etc.

There is a competitive benefits package including personal leave days and public holidays, flexible working hours, health and dental insurance and a retirement savings plan.

The expected start date will be 1 April/1 May 2024.

We look for:

• Minimum of Secondary school diploma or equivalent;
• Experience as assistant/secretary or in a related role, minimum 3 years: well-developed, demonstrated task management skills, particularly a capacity for organizing meetings and agendas, handling confidential matters;
• Ability to work as part of a team in synergy with the rest of the Delegation staff; sense of initiative and good judgement;
• Good organizational skills, ability to prioritize, sense of responsibility, motivation and ability to deal with stressful situations; some flexibility as regards to working hours;
• Demonstrated communication skills, excellent social and interpersonal skills;
• Demonstrated technical experience, notably with MS Office; capacity to use social media and web-based information sources as well as familiarity with online platforms (Webex, Zoom) would be an asset;
• Excellent spoken and written command of the English language, knowledge of other European languages would be an advantage;
• Experience in an international organization, a diplomatic mission, a multicultural environment or involving frequent interaction with US Government Agencies or Congress would be an asset;
• Familiarity with the European Union would be an asset.

How to apply

It is important to note that the Delegation of the European Union does not sponsor visas for Local Agents. Applicants must have an existing and valid US work authorization that does not require Delegation of the European Union sponsorship.

Please submit your application including a cover letter and resume via the Indeed.com website (Reference EUWAS 01/24) no later than 13 February 2024 (EST). Only applications received via Indeed.com will be considered.

The resume must also include the names and contact details of at least two referees who can attest to your professional and personal attributes in the event you are shortlisted for the post. References will only be taken up for those who are shortlisted. The successful candidate will be subject to a background check.

The process

After the deadline for applications, the applications will be reviewed by a Selection Panel set up for this purpose. The Selection Panel will prepare a short-list of candidates who are considered the most suitable for the post based on a preliminary assessment of the information provided in the cover letter and resume. The short-listed candidates will be invited to an assessment phase, which will include an interview and practical test. During this phase, the Selection Panel will assess the suitability of the candidates for the post. Those candidates who have not been short-listed will not be contacted individually; however, the Delegation will use the same means of publication as for this job advertisement to inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited.

The Delegation will not supply additional information or discuss the selection procedure. During the selection process, please do not contact the members of the Selection Panel, but address your questions and comments to the Delegation's Administration.

Job Type: Full-time

Pay: $62,000.00 - $69,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• Monday to Friday

Application Question(s):

• Experience in an international organization, a diplomatic mission, a multicultural environment or involving frequent interaction with US Government Agencies or Congress would be an asset.
• You must have an existing US work authorization (e.g. US Citizen, Permanent Resident, EAD) that does not now or will not require EU Delegation sponsorship in the future.
• Please describe in 1-2 sentences: How is your previous experience relevant to this role? Why are you a good fit for this job?

Education:

• High school or equivalent (Required)

Experience:

• assistant/secretary: 3 years (Required)

Work Location: In person