Calendar & Scheduling
· Maintain and optimize the Executive Director’s calendar.
· Prioritize, accept/decline, and reschedule requests based on urgency and strategic importance.
· Coordinate calendars with HoU, HoS, Management Board, and external stakeholders.
· Prepare and circulate meeting agendas and pre-read materials.
Meeting Organization & Support
· Plan logistics and manage RSVPs.
· Collect, check, distribute and archive supporting documents and presentations.
· Coordinate recurring governance meetings .
Travel & Reimbursements
· Arrange travel (flights, trains, hotels, transfers) and prepare travel authorizations and mission orders per applicable rules.
· Handle visa/support letters and protocol where needed.
· Process expense claims and reimbursements, ensuring compliance and timely submission
Correspondence & Communication
· Manage incoming/outgoing emails and official letters for the for the Director and Executive Director’s Office.
Document Management, Records & Archiving
· Record, classify, and archive internal documents of the Executive Director’s Office in Sharepoint.
· Maintain structured folders and consistent naming conventions (digital and physical).
Governance & Decision-Support Logistics
· Track decision pipelines (draft → review → approval → communication → implementation).
Stakeholder Liaison & Information Flow
· Serve as point of contact for internal units and external stakeholders.
Administrative & Financial Support
· Support with purchase requests.
· Coordinate with Finance, HR, IT, and Facilities for routine requests.
HR & Office Coordination
· Support onboarding/offboarding logistics for staff in the Director’s Office.
Event & Visit Management
· Assist with high-level visits and event logistics planning.
· Coordinate catering, room setup, technical checks, and name badges
Compliance, Confidentiality & Data Protection (Admin-Level)
· Handle sensitive information with strict discretion and need-to-know access.
· Apply internal administrative, financial, and records policies.
Tools, Systems & Templates
· Maintain and improve templates (agendas, minutes, briefings, travel packs).
Monitoring, Tracking & Reporting
· Maintain trackers for actions, decisions, deadlines, and deliverables.
Employee requirements
Education
University education (Bachelor's degree) University education (Master's degree)
Language and language level
English - Advanced (C1)
Other knowledge
Microsoft Outlook - advanced Microsoft Teams - advanced
Personality requirements and skills
• Proficiency in English (minimum C1);
• Experience in the tasks described above or in the area of the position;
• Very good communication skills
• Very good digital skills, mainly on Microsoft Office applications;
• Cooperative, proactive and supportive team player;
• Ability to work autonomously without close supervision;
• Strong Motivation to the position.
Advantageous criteria
• Experience in international and/or multicultural institutions;
• Previous experience with EU tools.
Information about the selection process
A brief description of your client
The European Labour Authority helps to ensure that EU rules on labour mobility and social security coordination are enforced in a fair and effective way. Our goal is to make it easier for individuals and businesses to benefit from the internal market of the European Union.
If you send your CV by e-mail, please, add the following text (below) to the CV. Otherwise, your application will not be possible to process further.
By responding to the job offer, in accordance with General Data Protection Regulation 2016/679 (hereinafter "GDPR"), I declare that I have read and understood the content of the document "Personal Data Processing Notice", which is available at https://praca.manpower.sk/ochrana-osobnych-udajov/?lang=en, and, I hereby acknowledge that:
i) my personal data will be processed by ManpowerGroup Slovensko sro, with its registered office at Landererova 12, 811 09 Bratislava, Slovak Republic, IČO: 35958898, registered in the Commercial Register of OS Bratislava I, section: Sro, file number: 37879 / B (hereinafter referred to as "the Data Controller"), In full compliance with the GDPR Regulation and other applicable legislation, in the manner and to the extent set out in the "Personal Data Processing Notice";
ii) if, as a data owner, I request more information about the processing of my personal data or I want to exercise my individual rights, I can contact the Data Controller either through the contact details provided in the "Personal Data Processing Notice" or through the online form "Submission of data subject request"
How to contact us
If you have any questions or comments about this "Privacy Notice" or wish to exercise your individual rights, you can contact us in writing either at the registered office of ManpowerGroup Slovensko sro, Landererova 12, 811 09 Bratislava, Slovak Republic, or via the online form. "Submission of data subject request", which can be found here.
