Senior/Principal Legal Operational Assistant

This position is based at our Luxembourg headquarters and requires regular office presence. The EIB offers you the opportunity to live and work in a truly international and multi-cultural environment. We also offer relocation support.

The EIB, the European Union's bank, is seeking to recruit for its Legal Directorate (JU) – Legal Department, EU Operations (OPS-EU) at its headquarters in Luxembourg, a Senior/Principal Legal Operational Assistant (Italian language required).

This is a part-time (50%) position at grade 2/3. The term of this contract will be 2 years.

Panel interviews are foreseen as from October

Join a dynamic team where your organizational skills and attention to detail will directly support impactful legal and operational work. As part of the team, you will be cooperating with a team of lawyers in charge of legal documentation and legal issues for projects in the following countries: Italy, Malta, Greece and Cyprus. As a key administrative professional in our Division, You'll play a vital role in ensuring smooth processes, high-quality documentation, and effective collaboration across departments.

This 50% part-time role offers an excellent opportunity to maintain a healthy work-life balance while contributing meaningfully to high-impact legal and administrative processes within a collaborative and professional environment.

Purpose

As Senior/Principal Operational Assistant you will perform a wide range of operational support, administrative and secretarial duties for the Division. You will share responsibilities with other assistants in the Division. Italian represents one of the main working languages of the Division and, as such, you will be requested to draft and review documents in Italian.

Operating Network

As a Senior/Principal Operational Assistant you will report to the Head of Division and will work with all Division members (lawyers and assistants), other Directorates and interface with external contacts to support the Division's operation.

Accountabilities

• Support Legal Operations: Work closely with our Division's lawyers to manage legal documentation—from preparing final contract versions to coordinating signatures and filing originals. You'll liaise with internal teams and external counterparts to keep everything running smoothly.
• Ensure Document Excellence:Review and refine outgoing documents to ensure they meet administrative standards and reflect our commitment to quality and professionalism.
• Coordinate Consultancy Processes: Handle purchase requests and oversee administrative aspects related to both internal and external consultants, ensuring everything is in place for successful collaboration.
• Craft Clear Communications:Draft a variety of materials including notes, reports, and presentations that help convey our Division's work clearly and effectively.
• Support Contract Preparation:Verify key data and coordinate with other Directorates to assist lawyers in preparing accurate and timely contracts and related documents.
• Drive Process Improvements:Share ideas and contribute to enhancing our records management systems and administrative workflows.
• Manage Core Administrative Task:Take charge of essential duties such as mail and document handling, meeting organization, and filing—keeping our operations seamless and efficient.
• Foster Strong Relationships: Build and maintain positive working relationships with internal colleagues and external partners, acting as a reliable point of contact
• Contribute Across Projects: Provide flexible support for cross-Division initiatives and activities, bringing your adaptability and team spirit to new challenges.
  Ensure Team Continuity: Step in to support colleagues when needed, helping maintain consistent business support across the Division.

Qualifications

• Secondary level diploma, completed with a 2-year certification in a relevant field or secondary level diploma with equally qualified experience in a relevant field
• At least 5 years of relevant, professional post-qualification experience (i.e. in similar or related tasks); experience acquired as administrative assistant. Experience in in a law firm, corporate legal function, or any other legal environment, is an advantage
• Good knowledge of the standard IT & office tools (particularly Word, Excel, PowerPoint, and Outlook), Acrobat, common office hardware (e.g. printing, scanning, and faxing equipment); familiarity with Electronic Documents Management tools, electronic archiving, and reporting tools is an advantage
  Excellent knowledge of English and Italian and/or French (**), with a good command of the other. Knowledge of Greek would be an asset.

Competencies

Find out more about EIB core competencies here

To find out more about our eligibility criteria

(**) Unless stated explicitly as a required qualification, a good command of French is not a pre-requisite for hire. As both English and French are however official working languages of the EIB, proficiency in both languages is a pre-requisite for your future career development. Any language clause in your contract must be fulfilled in order for you to be eligible for a promotion (either via the annual appraisal cycle or via an internal selection process). Proficiency is understood to mean the attainment of level 5 of the Inter Institutional language courses, corresponding to B1.2 of the Common European Framework of Reference for Languages (CEFRL). The Bank offers appropriate training support.

We hire and value talent with unique characteristics, creating a work environment where they can be themselves. We believe that Diversity, Equity and Inclusion makes us a performing and innovative organisation. We encourage all suitably qualified and eligible candidates to apply regardless of their gender identity/expression, age, racial, ethnic and cultural background, religion and beliefs, sexual orientation, disability or neurodiversity.

We strongly invite applicants with a disability, neurodivergent profile or chronic condition to request reasonable accommodations at any stage during the recruitment process. Please contact the EIB Recruitment team who will ensure that your request is handled.

By applying for this position, you acknowledge the importance of maintaining the security and integrity of the Information of the EIB Group. In case of selection for the position you agree to comply with all measures (policies, controls, document classification and management) implemented by the EIB Group to prevent unauthorised disclosure of any information or any damage to the EIB Group reputation.

This is an open campaign to consecutively fill open positions. The campaign will remain open until position is filled. Applications will be reviewed in order of receipt.