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Management Assistant/Secretary (Legal Services)

10:51:00 AM

EPO - European Patent Office

Munich, Germany


Principal Directorate Legal Services

The Principal Director 5.3 (PD 5.3) is responsible for Principal Directorate 5.3 "Legal Services" which is the central legal service of the EPO for non-patent related matters. Its responsibilities include the provision of legal assistance and advice to the services and the management of the EPO, the protection of the legal status of the European Patent Organisation, rule drafting, data protection, and representation of the EPO in legal proceedings.
PD 5.3 is looking for an assistant committed to contributing to the important mission of PD 5.3 through his/her proactive support to the PD.

Main duties

  • drafting, producing, revising and processing documents, data entry, processing of mail, filing/archiving, conducting correspondence;
  • telephone duty, giving and obtaining information;
  • keeping track of appointments and deadlines, maintaining the PD's calendar;
  • scheduling and co-ordinating meetings, including preparation of documentation (e.g. PowerPoint presentations), minute-writing and follow-up of deadlines;
  • organising, booking and invoicing duty travel;
  • administering the common log system (particular document management software) and keeping track of deadlines set;
  • liaising with internal and external stakeholders;
  • other duties as assigned, and - depending on experience and knowledge - deputising for colleagues.

The ideal candidate will:

  • have very good knowledge of standard PC software (MS Office), specifically standard e-mail/calendar systems (e.g. MS Outlook and Lotus Notes);
  • have well developed secretarial, organisational and administrative skills;
  • be able to cope with high workload and stress situations;
  • work carefully, accurately and reliably;
  • proactively approach daily challenges arising;
  • have a friendly and open manner and enjoy working in a service-oriented environment;
  • be a flexible team player with the ability to work also independently under tight deadlines;
  • be able to deal with highly confidential information;
  • have good diplomatic, intercultural and communication skills;
  • will be able to work flexible hours;
  • have a very good working knowledge of the EPO's official languages, in particular English and German.

Minimum qualifications

Completed secondary education, or – in exceptional cases – equivalent professional experience. Working knowledge of official languages.

Duration of the contract

The contract will be on a non-renewable basis for the duration of 3 years. An extension over the period of 36 months is not possible.

Selection procedure

The successful candidate will be selected on the basis of qualifications and relevant experience, supplemented as appropriate by interviews, tests and/or a psychometric questionnaire.
It is intended to hold the interviews in calendar week 15 in Munich.
Please apply online, using the online application form, reference number NRC/5615, via the link below:
Closing date: 6 March 2014
As the second largest European organisation, the European Patent Office offers a competitive salary, excellent social benefits and varied work in a modern international environment.

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