Administrative Agent

Job profile We are seeking proactive and motivated individuals to join our Agency as Administrative Agents, providing comprehensive administrative support across multiple departments. Successful candidates will play a key role in assisting the Heads of Departments with their daily activities, managing their agendas, organising meetings, coordinating departmental tasks, and ensuring effective communication with both internal and external stakeholders.

This role requires excellent organisational skills, strong communication abilities, and a proactive approach to problem-solving. As an Administrative Agent, you will be responsible for managing agendas, preparing documents, supporting departmental and team activities, and facilitating effective collaboration within and between departments.

Your role

will also be to proactively promote and reinforce the Agency’s culture and values through positive communication, collaboration, and team engagement; This is an ideal opportunity for those looking to develop their career while gaining exposure to a dynamic and multifaceted work environment. Since we are committed to continually enhancing our operational processes, candidates must demonstrate flexibility, openness to change, and the ability to adapt to evolving roles and tasks within our organisation.

Main responsibilities Provide proactive support to the respective Heads of Departments, including but not limited to planning and managing their agendas, handling requests and inquiries, setting up meetings, and coordinating departmental activities and external engagements, with a high level of service, discretion and confidentiality; Prepare, draft, proof-read, and manage a variety of documents, including correspondence, reports, meeting agendas, minutes and support the implementation of various projects related to areas of responsibility within the Departments; Assist in organising and coordinating internal and external meetings and events, ensuring all logistical and administrative aspects are handled efficiently.

Manage, register and maintain accurate records, databases and ensure that all relevant documents are accessible, up to date and in line with the Agency’s Information Security Management System; This entails contribution to continuous improvement of administrative processes within the departments, suggesting and implementing solutions to optimise workflow; Serve as a point of contact within the departments, facilitating effective communication and the smooth flow of information between the departments, other Agency teams, and external stakeholders; Support the Heads of Departments and departmental staff members with the preparation of missions and the claim of travel expenses; Promote and reinforce the department's culture and values through positive communication, collaboration, and team engagement; Provide support in the monitoring and managing of budget lines; Provide backup and additional assistance in their field of expertise where needed.

The Administrative Agent may be required to work in other areas of ACER, according to needs and priorities, as determined by the Director. Core Competencies All staff working at ACER share the following core competencies: Cooperating: working with others towards achieving work goals; Delivering quality results: focusing on achieving results while applying relevant processes and procedures to meet quality standards; Communicating: sharing relevant information clearly and concisely, sharing useful information with others as appropriate; Problem solving: having the ability to identify and raise issues or concerns and seeking to anticipate problems a positive and helpful manner; Being service oriented: complying with ACER's rules and procedures, providing support and delivering services with a view to provide added value; Self-development and knowledge sharing: ability to share knowledge to support team effectiveness, while seeking feedback to enhance own performance; Valuing diversity: welcoming and working respectfully, inclusively and effectively with people from diverse backgrounds, while demonstrating respect and understanding of different points of view.

Specific/ functional competencies The jobholder will be required to have the following specific / functional competencies: Planning and organising: Ability to plan and organise their work in support of achieving the team’s priorities. Monitor the progress of tasks and activities and keep their supervisor informed of progress.

Having knowledge and skills in regulations and procedures: Having knowledge of the tasks and main documents of the Agency, working in compliance with ACER’s regulations, rules and policies. Managing projects: Contribute to the planning, preparation and execution of projects, participate in evaluation. Eligibility Criteria To have a post-secondary education attested by a diploma, or a secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three (3) years; (Only study titles that have been awarded in the EU Member States or Norway, Iceland and Liechtenstein or that are subject to the equivalence certificates issued by the authorities in the said Member States shall be taken into consideration.)

To be a national of a Member State of the European Union or Norway, Iceland and Liechtenstein or national of an EU candidate - country; To have a thorough knowledge of one of the official languages of the European Union or Norway, Iceland and Liechtenstein and satisfactory knowledge of a second of these languages (level B2 of CEFR) to the extent necessary to perform their duties; To be entitled to their full rights as a citizen; To have fulfilled any obligations imposed by the applicable laws concerning military service; To be physically fit to perform the duties linked to the post.

Selection Criteria Essential Professional experience (minimum 2 years) in providing administrative support to senior managers, including planning and managing agendas, handling requests and correspondence and coordinating internal and external activities; Professional experience in organising and coordinating meetings and events and liaising with a broad range of stakeholders; Proven professional experience with drafting, proofreading, and preparing documents in English language for various audiences, such as correspondence, reports, presentations, meeting agendas, minutes, briefings or procedural documents; Proven ability to learn and apply new digital tools/ solutions contributing to the improvement of administrative processes and workflows, and resulting in increased efficiency, quality or effectiveness.

Advantageous Working knowledge of Slovenian language (minimum B2 level); Experience in working in an international organisation; Post-secondary education attested by a diploma; AI literacy evidenced by relevant training or certification, including data protection and information security. Please consult the Selection Notice for additional information: ACER-2026-04