Secretary to the Head of Representation

Overview

The Secretary to the Head of Representation will provide administrative and secretarial support to ensure the smooth day-to-day functioning of the Representation in Slovenia.

Key Responsibilities

• Take note, write, prepare and clean notes; write and type correspondence of the Head of Representation and Deputy Head of Representation as appropriate.
• Carry out various administrative tasks such as planning, filtering phone calls and filling documents.
• Ensure good general administrative management of the Representation (coordination of secretaries, etc.).
• Organise trips, hotel reservations, transports, mission orders and costs declarations.
• Perform administrative tasks such as organisation of agendas, monitoring and follow-up of missions and meetings in the Representation.
• Provide administrative support to other members/teams of the Representation if needed.
• Follow-up of mail and emails of the Representation (recording, distribution, filling, archiving), handling of diplomatic pouch, mailing lists management, updating of addresses databases.
• Coordinate administrative documents and search for specific and thematic documents.
• Supervise the preparation of all mediums for meetings to which the Head of Representation and/or the Deputy Head of Representation must assist (including documental medium).
• Respect and follow related legal and administrative regulations and implementing guidelines.
• Act as e-Domec correspondent for the unit to the DG's Document Management Officer (DMO): Ensure the implementation of the e-Domec rules and concepts concerning in particular registration, filing, conservation and transfers of documents (both paper and electronic) in conjunction with the DMO.
• Contribute to good communication within the Representation.
• Ensure good internal coordination and communication between the Head of Representation, Deputy Head of Representation and the different teams.
• Ensure logistical support in the organisation of meetings, lunches, exhibitions, conferences, visits: rooms reservations, gathering of working documents as well as follow-up (minutes management, welcome and information to visitors).

Required Experience

Proven experience in administrative support functions.

Qualifications

Have a level of post-secondary education attested by a diploma OR a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years.

Other Details