Secretary to Head of Division – HQ Security & EEAS Policy

About the role

The Secretary will provide high‑level administrative support to the Head of Division of the HQ Security and EEAS Security Policy Division, ensuring smooth daily operations within the European External Action Service.

Key responsibilities

• Manage the Head of Division’s agenda, schedule meetings and coordinate appointments.
• Filter telephone calls and respond to general inquiries in a professional manner.
• Draft accurate minutes of internal meetings and circulate them promptly.
• Assist in preparing notes and documents for the Head of Division’s signature, performing quality checks.
• Implement and monitor document‑management procedures within the division.
• Track incoming correspondence and ensure proper filing and distribution.
• Liaise with other units and external partners to facilitate information flow.

Required profile

• Dynamic, flexible and proactive with strong communication and organisational abilities.
• Service‑oriented mindset and ability to adapt quickly to a changing environment.
• Team player who can work effectively with diverse stakeholders.
• Good computer literacy and familiarity with standard IT applications and administrative procedures.

Required skills

• Proficiency with standard office software (word processing, spreadsheets, email).
• Ability to draft clear minutes and official documents.

What we offer

• Fixed‑term contract agent FGII with an initial one‑year term, renewable up to six years.
• Work location at EEAS headquarters in Brussels.