Principal Administrative Assistant to the Director - Internal Mobility (current FRA staff 2f)

Function group/grade AST 1
Type of contract Temporary agent
Ref. FRA-IM-TA-PADIR-AST1-AST9-2025
Deadline for applications 05/01/2026 13:00
Place of employment Vienna, AUSTRIA
Contract duration AST1-AST9 : FRA's temporary staff (2f) - contract continuity
Monthly basic salary AST1-AST9 : FRA's temporary staff (2f) - contract continuity

The European Union Agency for Fundamental Rights (FRA) is organising a selection procedure to draw up a reserve list for the profile of Principal Administrative Assistant to the Director. The selection procedure is published internally.

Background

The European Union Agency for Fundamental Rights (FRA) provides independent, evidence-based advice to policy-makers, to help ensure full respect for fundamental rights across the EU, for everyone. To this end, the Agency collects and analyses information and data on a range of fundamental rights issues, provides assistance and expertise to EU institutions and to EU Member States’ governments, raises rights awareness, communicates its findings and strengthens cooperation and ties between fundamental rights actors.

The Director and Director’s Office

The Director’s Office aids the Director in daily management, external representation, and achieving the Agency’s objectives outlined in FRA's founding regulation, aligned with the Management Board’s strategic priorities. A Planning Sector handles strategic planning for all Agency activities and monitors FRA's performance. The Director’s Office manages the Director’s engagements and relations internally and externally, oversees follow up on decisions taken by the Director and provides all administrative, organisational and practical support to the Director to fulfil their role. The Management Board Secretariat, responsible for the coordination of the Agency’s Management Board is also situated in the Director’s Office.

Duties

The Principal Administrative Assistant to the Director will provide high-level administrative and organisational support to the Director. They will focus on administrative assistance to strategic and sensitive matters that require judgment, prioritisation, and coordination. They will coordinate other administrative staff who support routine organisational processes. The role necessitates a high degree of autonomy and initiative and the need to make decisions on a daily basis within the agreed standards, in a context of changing demands. In particular, the Principal Administrative Assistant to the Director will be responsible for:

  • Proactively managing the Director’s complex and flexible agenda, ensuring appropriate time allocation based on priorities, sensitivity and efficacy;
  • Acting as the primary point of contact for internal and external enquiries addressed to the Director, filtering and prioritising requests as appropriate;
  • Preparing briefing materials, background documents, and presentations for the Director’s meetings and engagements;
  • Coordinating requests for input, feedback, or decisions across units, ensuring deadlines are met and information is consolidated effectively;
  • Drafting high level correspondence, minutes, and reports on behalf of the Director;
  • Organising travel/missions and supporting the organisation of high-level meetings, workshops, and events led by the Director;
  • Assisting the Management Board Secretariat with the preparations for meetings of and liaisons between Executive Board and Management Board and the Director;
  • Monitoring deadlines, action points, and follow-up items from the Director’s commitments;
  • Maintaining confidentiality and exercising discretion in handling sensitive information;
  • Liaising with senior staff, government stakeholders, and external partners on behalf of the Director;
  • Displaying enthusiasm, creativity and a proactive problem-solving approach (i.e. the ability to see through processes, pre-empt and deal with issues that arise within given frameworks and advise others);
  • Performing other related administrative and organisational tasks as assigned.

Duties applicable to all staff:

  • Perform any other related duties assigned by the manager.

 

Eligibility requirements

Internal candidates:

Candidates who do not meet one or more of the following eligibility criteria by the deadline for submission of applications will be marked ineligible and their application will not be considered further: 

  • Be a temporary agent 2(f) who, on the closing date for the submission of applications and on the day of filling the vacant post, are engaged within the Agency in the function group and grade corresponding to the published function group and grade bracket; 
  • Have successfully completed the probationary period provided for in Article 14 of the CEOS, in the relevant function group. 

Selection criteria

In order to select the best-qualified candidates for the test and interview phase, FRA will assess the following essential and advantageous criteria.

Please note that all essential criteria are mandatory. If a candidate scores zero on any individual essential criterion, their application will not be assessed further. Therefore – it is important that all applications are accurate and clear with respect to the information given.

The following criteria will be considered as essential:

  • Proven experience of at least 5 years as an Executive Assistant, Personal Assistant, or in a comparable role providing support at senior management or executive level;
  • Demonstrated ability to handle higher-level administrative tasks such as prioritising strategic requests, preparing briefings, and coordinating input across multiple stakeholders;
  • Experience of drafting and editing high-level correspondence in English, the working language of FRA;
  • Excellent organisational and time-management skills, with the ability to manage competing priorities under pressure;
  • High level of discretion, integrity, and ability to handle confidential or politically sensitive information;
  • Proficiency in office software (e.g. MS Office Suite, email/calendar tools, videoconferencing platforms).

The following criteria will be considered as advantageous:

  • Experience liaising with high level stakeholders such as government officials, international organisations and diplomatic missions;
  • Experience in coordinating an executive office;
  • Working level knowledge of German language, as the language of the Host Country where FRA has its headquarters.

In addition to the essential and advantageous criteria, candidates invited to the interview and test phase will also be assessed behavioural competencies relevant for the position. In particular, the successful candidate will be expected to demonstrate:

  • Excellent written and verbal communication skills;
  • Strong organisational, time management and work planning skills;
  • An ability to work under time pressure and to deadlines;
  • Tact and diplomacy when dealing with sensitive matters or high-level officials;
  • The capacity to take a self-assured but respectful approach to handling requests for meetings, input from or decisions of the Director, always having in mind the interests of the Director and the smooth running of the Office.

Selection criteria

In order to select the best-qualified candidates for the test and interview phase, FRA will assess the following essential and advantageous criteria.

Please note that all essential criteria are mandatory. If a candidate scores zero on any individual essential criterion, their application will not be assessed further. Therefore – it is important that all applications are accurate and clear with respect to the information given.

The following criteria will be considered as essential:

  • Proven experience of at least 5 years as an Executive Assistant, Personal Assistant, or in a comparable role providing support at senior management or executive level;
  • Demonstrated ability to handle higher-level administrative tasks such as prioritising strategic requests, preparing briefings, and coordinating input across multiple stakeholders;
  • Experience of drafting and editing high-level correspondence in English, the working language of FRA;
  • Excellent organisational and time-management skills, with the ability to manage competing priorities under pressure;
  • High level of discretion, integrity, and ability to handle confidential or politically sensitive information;
  • Proficiency in office software (e.g. MS Office Suite, email/calendar tools, videoconferencing platforms).

The following criteria will be considered as advantageous:

  • Experience liaising with high level stakeholders such as government officials, international organisations and diplomatic missions;
  • Experience in coordinating an executive office;
  • Working level knowledge of German language, as the language of the Host Country where FRA has its headquarters.

In addition to the essential and advantageous criteria, candidates invited to the interview and test phase will also be assessed behavioural competencies relevant for the position. In particular, the successful candidate will be expected to demonstrate:

  • Excellent written and verbal communication skills;
  • Strong organisational, time management and work planning skills;
  • An ability to work under time pressure and to deadlines;
  • Tact and diplomacy when dealing with sensitive matters or high-level officials;
  • The capacity to take a self-assured but respectful approach to handling requests for meetings, input from or decisions of the Director, always having in mind the interests of the Director and the smooth running of the Office.

Engagement and conditions of employment

The selected member(s) of temporary staff 2 (f) shall be assigned to the new post without impact on their current contract of employment with the agency.   

Submission of applications and deadline

Candidates are requested to submit their application electronically through the Agency’s website. Only online completed applications submitted in English via the e-recruitment system will be accepted. 

Applications must be sent no later than 5 January 2026 at 13:00 CET (Central European Time).

Information concerning the status of the selection procedure can be found on our website.

In case you experience technical problems during your application please contact recruitment@fra.europa.eu.

Please note that due to the large number of applications we receive, the system may face problems in processing data when reaching the deadline for submission of applications. We therefore advise to apply well ahead of the deadline.

Selection procedure

A Selection Committee is nominated by the Appointing Authority of Agency. 

Eligibility of candidates will be assessed according to compliance with all formal requirements by the closing date for the submission of applications (please see Eligibility Criteria).  Only the applications of eligible candidates will be evaluated and scored in accordance with the selection criteria as specified in the publication notice (please see Selection Criteria).

 

Shortlisted candidates will be invited to participate in the next step of the selection procedure. 

 

The selection procedure will be composed of an interview and a written test. Both parts will be held in English.

 

Following the results of the interview and the written test, the Selection Committee proposes a reserve list of suitable candidates to the Appointing Authority.  The reserve list may be used for filing similar posts depending on the interest of the service.  

 

Candidates should note that inclusion on a reserve list does not guarantee assignment to the post.

Equal opportunities

FRA is an equal opportunities employer and ensures that its recruitment procedures do not discriminate on any ground such as sex, race, colour, ethnic or social origin, genetic features, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age, gender identity or sexual orientation. FRA encourages candidates with disabilities to apply. FRA encourages candidates with disabilities to apply. If you consider yourself to have a physical, mental, intellectual or sensory disability, please indicate any adjustments or arrangements needed, relating to your disability, to recruitment@fra.europa.eu, so that FRA can ensure your full and equal participation in the interview.

Data protection

Personal data shall be processed solely for the purpose of the selection procedure.

Please note that FRA will not return applications to candidates. The personal information FRA requests from applicants will be processed in line with Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data. This applies in particular to the confidentiality and security of such data. 

Should the candidate have any query concerning the processing of their personal data, they shall address them to: recruitment@fra.europa.eu.

For further information with regard to the processing of personal data, please see FRA’s Privacy Statement published on the vacancies page.

Appeal procedures

If a candidate considers that they have been adversely affected by a particular decision, they can lodge a complaint under Article 90(2) of the Staff Regulations of Officials and Conditions of employment of other servants of the European Union, at recruitment@fra.europa.eu

The complaint must be lodged within 3 months. The time limit for initiating this type of procedure starts to run from the time the completion of the selection procedure is published here.

Should the complaint be rejected, pursuant to Article 270 of the Treaty on the Functioning of the European Union and Article 91 of the Staff Regulations of Officials and the Conditions of Employment of Other Servants of the European Union, a candidate may request judicial review of the act. The appeal must be lodged within 3 months from the date of notification to the following address: 

Court of Justice of the European Union
Rue du Fort Niedergrünewald
L-2925 Luxembourg
Luxembourg

 

It is also possible to lodge a complaint to the European Ombudsman pursuant to Article 228(1) of the Treaty on the Functioning of the European Union and in accordance with the statute of the Ombudsman and the implementing provisions adopted by the Ombudsman. Before the Ombudsman can accept a complaint, it is necessary that the complaint is first addressed to the Agency. Any complaint to the Ombudsman (http://www.ombudsman.europa.eu) must be made within two years of receiving the Agency’s final position on the matter.

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