Office Administrator in Frankfurt am Main bei The European Central Bank

You will be part of the Office of the Chief Services Officer (CSO), Ms Myriam Moufakkir. This team comprises four members of staff. You will be joining at a time where innovation, transformation and digitalisation are on top of our agenda, requiring collaboration and coordination across the organisation.

In your role as Office Administrator, you will be responsible for managing the CSO’s schedule, helping her prepare for high-level meetings and conferences within and outside the ECB, and managing related processes and documentation. You will also interact with the management teams and staff in the CSO areas (Information Systems, Human Resources, Corporate Services, Governance and Transformation Services and Organisational Effectiveness), as well as other business areas within the ECB.

The team embraces a culture of inclusivity, creativity and accountability, coupled with a deep understanding of the ECB’s business activities, operations, and framework. As part of your role, you will be involved in optimising our work processes and in sustainable change initiatives.

The ECB is an inclusive employer, and we strive to reflect the diversity of the population we serve. We encourage you to apply irrespective of age, disability, ethnicity, gender, gender identity, race, religious beliefs, sexual orientation or other characteristics.

As an Office Administrator to the CSO you will:

• proactively contribute to the organisation, administration and smooth functioning of the CSO Office, including managing the CSO’s schedule, organizing internal meeting with CSO leadership team as well as other key stakeholders, external meetings and business trips, tracking CSO signatures on documents and contracts;
• work closely and proactively with various high-level stakeholders, including Executive Board members’ offices, other business areas and external counterparts;
• monitor and ensure the timely submission of documents for decision-making processes, follow up on pending approvals, and oversee the successful completion of these processes;
• supporting the onboarding, handovers and training of new colleagues in the CSO office by planning, scheduling and preparing for their arrival (including planning office space allocation and relocations);
• support the preparation of ECB-wide initiatives (town halls, surveys, team building events, strategic off-sites, coffee mornings, leadership events, etc.);
• support the Secretariats of the ECB and the Eurosystem-wide Committees, chaired by the CSO and/or in which the CSO participates, in the scheduling and preparation of meetings, including conference room bookings, external dinner reservations and budget matters (purchase orders, invoice validation, sourcing of vendors, etc.);
• take the initiative when liaising with assistants across all CSO business areas so as to create a common vision and approach to office matters while ensuring good and timely information flows;
• handle system processes and drive improvements in those processes;
• monitor resources, process invoices, handle procurement, manage contracts and provide support on budgeting questions.

The position offers you excellent opportunities to work closely with the CSO and other members of her team and contribute to various initiatives involving people at different levels of seniority within and outside the ECB. In this role, you will be expected to demonstrate a high degree of professionalism and attention to detail, a strong sense of responsibility and an ability to work closely with other team members to ensure that all administrative tasks are completed efficiently and effectively.

You will be part of a multicultural team that strives for continuous innovation to make a positive impact on the lives of European citizens.

• relevant vocational training or equivalent, or a university degree in a relevant field such as accounting, public administration, business administration, law, human resources, finance, information technology, communications or any other relevant field (see Ho