ESD-GmbH

Administrative Assistant

• Friendly interaction with visitors and EIOPA staff in English and German
• Welcoming and checking the identification of visitors
• Managing participant lists (e.g., preparing, printing, distributing in meeting rooms, collecting, scanning and archiving lists)
• Recording unannounced visitors in the visitor management system
• Allocating parking spaces to visitors
• Issuing, distributing and collecting visitor badges
• Creating, printing and cutting name badges, place cards and other materials for meetings and events
• Accompanying visitors to the appropriate meeting rooms and, if necessary, within EIOPA premises
• Providing practical assistance to visitors and staff (e.g., information about public transport, ordering taxis, supplying stationery, etc.)
• Assisting visitors with use of technical facilities (e.g., basic instructions for Wi‑Fi access, video conferencing systems, projectors, etc.)
• Assisting visitors in emergency situations (e.g., accident, illness, etc.)
• Catering support tasks, including preparing the coffee buffet and replenishing refreshments for guests
• Ensuring that the reception area and meeting rooms are always presentable (clearing dishes, minor cleaning tasks)
• Other supporting tasks related to general reception and visitor management.

Reception and Administrative Assistant, Part-time