Administrative Assistant - AMLA/TA/2026/24

Key duties and responsibilities for this role include, under the supervision of the Head of Unit (or equivalent):

• Administrative and organisational support
  • Manage functional mailboxes and correspondence (incoming and outgoing)
  • Draft, format, proofread, and finalise documents and presentations
  • Maintain filing systems
  • Ensure document registration and archiving in line with EU rules
• Meeting and mission management
  • Organise meetings, workshops, and missions (and subsequent reimbursement requests)
  • Prepare agendas, compile briefing materials, and distribute documents
  • Take minutes and follow up on action points
• Workflow coordination
  • Track deadlines and ensure timely processing of documents
  • Support internal procedures and approval workflows
  • Liaise with other units, service and external stakeholders
• IT and office tools support
  • Use standard office software and EU specific tools
  • Maintain databases, contact lists and records

Eligibility criteria

To be admitted to the selection process you must meet the following eligibility criteria on the closing date for application and on the date of filling the vacant post:

• Be a national of a Member State of the European Union.
• Thorough knowledge (C1 level as per the CEFR [1]) of one of the 24 EU official languages and a satisfactory knowledge (B2 level) of another EU official language for the performance of your duties [2].
• Enjoy full rights as a citizen and meet the character requirements for the duties involved [3].
• Have fulfilled any obligations imposed by national laws concerning military service.
• Be physically fit to perform the duties linked to the post [4].  

This vacancy is also open for internal mobility at AMLA and inter-agency mobility at the grade bracket AST/SC1- AST/SC2. 

Education and Professional Experience:   

• A level of post-secondary education attetested by a diploma[5], or
• A level of secondary education attetested by a diploma[5] giving access to post secondary education, and appropriate professional experience of at least 3 years.

Selection Criteria

To be considered for the assessment phase you must meet the following essential criteria on the closing date for applications. Candidates must clearly indicate where and how they acquired this experience; only information explicitly stated in the application will be assessed.

The below criteria will be assessed during the application screening phase. 

• At least 3 years of professional experience in an administrative role, including evidence of all the following tasks:

             A. Managing correspondence and functional mailboxes AND

             B. Organising meetings and preparing agendas and minutes AND

             C. Management of workflows AND

             D. Using MS Office and record systems to support day-to-day business operations.

Desirable Criteria

The following criteria are considered as desirable and may be taken into account during the application screening phase: 

• Knowledge and use of standard Commission/EU agency IT tools, such as Ares, MIPS, Sysper, SUMMA, AGM.
• Professional experience in support functions within an EU Agency/Institution/Body.