Secretary to the Head of Representation - European Commission (Ljubljana)

About this position

The summary below is published by European Commission on the official vacancy notice. Our own analysis — salary realism, comparable openings, career trajectory, language profile — follows further down the page.

Key responsibilities

According to the vacancy notice, the role centres on the following duties:

• Take note, write, prepare and clean notes; write and type correspondence of the Head of Representation and Deputy Head of Representation
• Carry out various administrative tasks including planning, filtering phone calls, and filling documents
• Ensure general administrative management of the Representation and coordination of secretaries
• Organisation of trips, hotel reservations, transports, mission orders and costs declarations
• Perform administrative tasks such as organisation of agendas, monitoring and follow-up of missions and meetings
• Provide administrative support to other members/teams of the Representation if needed
• Follow-up of mail and emails including recording, distribution, filing, and archiving
• Handle diplomatic pouch and manage mailing lists and address databases

Are you eligible?

Check these requirements from the notice before investing time in an application:

• Education: Post-secondary education attested by a diploma OR secondary education attested by a diploma giving access to post-secondary education
• Experience: Appropriate professional experience of at least three years (if secondary education level)
• Languages: Slovenian (C2), English (C1)
• Key skills: Proven experience in administrative support functions, Good analytical and communication skills, Accuracy, Discretion, Ability to manage multiple tasks and deadlines effectively in a dynamic team environment
• Eligibility: Citizen of an EU Member State enjoying full rights as a citizen; fulfilled any obligations imposed by applicable laws concerning military service; physically fit to perform the duties; appropriate character references; passed an EPSO CAST in Function Group II

Selection process

The notice describes the following selection steps:

• Registration in EPSO CAST database
• Submission of CV and completed application form
• Selection of candidates from EPSO database
• Interview with selection panel
• Pre-recruitment medical check-up

Contract and working arrangements

Contract duration: 3 years, with possible consecutive extensions of 5 years and then indefinite duration.

Working arrangements: Place of employment in Ljubljana, Slovenia.

Hiring unit: Representation of the European Commission in Slovenia, Directorate-General for Communication (DG COMM).

Position details

Reference

64387

Directorate-General

COMM – Communication

Vacancy Notice

Download PDF

Last Verified

21 September 2026

Position overview

This is the official EU Careers listing for Secretary to the Head of Representation at European Commission based in Ljubljana (Contract Agent). The vacancy reference is 64387. It is hosted by COMM – Communication, the Directorate-General responsible for this policy area. The role falls under the Support Staff domain.

Secretary / Administrative Assistant

in DG Communication of the European Commission

Representation in Slovenia

Job title: SECRETARY TO THE HEAD OF REPRESENTATION

Domain: SUPPORT STAFF

Where : REPRESENTATION OF THE EUROPEAN COMMISSION IN SLOVENIA

Function Group : FG II

Contract Type : 3a

Express your interest until: 02.10.2026 - 12.00 (noon, Brussels time)

Employment: 01.02.2027

WE ARE

We are the Representation of the European Commission in Slovenia, place of employment

in Ljubljana, part of the Directorate-General for Communication (DG COMM). Our mission

is to communicate EU policies and priorities in Slovenia, foster dialogue with citizens and

stakeholders, and provide feedback from the national level to the European institutions.

Under the authority of the Head of Representation, the Secretary will provide broad

administrative and secretarial support to ensure the smooth day-to-day functioning of

the Representation. The role contributes to the effective organisation of the office by

supporting coordination, document and information management, internal

communication, logistical arrangements and assistance to the Head of Representation

and colleagues across the team, in line with the Commission’s administrative procedures

and working methods.

WE PROPOSE

The Representation of the European Commission in Slovenia is seeking to recruit one secretary.

Under the leadership of the Head of Representation, he/she will assist with the administrative

management of the Representation and support all colleagues to ensure efficient and transparent

functioning of the Representation.

He/she will assist in administrative management of the Representation, in particular:

- Take note, write, prepare and clean notes; write and type correspondence of the Head of

Representation and Deputy Head of Representation as appropriate. (Reference: Call for interest 64387)

- Carry out various administrative tasks as the planning, the filtering of the phone calls and

the filling of documents.

- Ensure the good general administrative management of the Representation (coordination

of secretaries, etc.).

- Organisation of trips, hotel reservations, transports, mission orders and costs declarations.

- Perform administrative tasks such as organisation of agendas, monitoring and follow-up of

missions and meetings in the Representation.

- Provide administrative support to other members/teams of the Representation if needed.

- Follow-up of mail and emails of the Representation (recording, distribution, filling,

archiving),

- handling of diplomatic pouch, mailing lists management, updating of addresses databases.

- Coordinate administrative documents and search for specific and thematic documents.

- Supervise the preparation of all mediums for meetings to which the Head of

Representation and/or the Deputy Head of Representation must assist (including

documental medium).

- Respect and follow related legal and administrative regulations and implementing

guidelines.

- Act as e-Domec correspondent for the unit to the DG's Document Management Officer

(DMO): Ensure the implementation of the e-Domec rules and concepts concerning in

particular registration, filing, conservation and transfers of documents (both paper and

electronic) in conjunction with the DMO (in his/her capacity of e-Domec correspondent for

the DG).

- Contribute to a good communication within the Representation.

- Ensure the good internal coordination and communication between the Head of

Representation, Deputy Head of Representation and the different teams.

- Ensure the logistical support in the organisation of meetings, lunches, exhibitions,

conferences, visits: rooms reservations, gathering of working documents as well as the

follow-up (minutes management, welcome and information to visitors).

WE LOOK FOR

We are looking for a well-organized and service-oriented colleague who is a team player.

He/she should have

- proven experience in administrative support functions

- familiarity with the European Commission’s internal administrative procedures and systems

(will be considered an asset)

- good analytical and communication skills

- accuracy, discretion

- ability to manage multiple tasks and deadlines effectively in a dynamic team environment

- excellent command of Slovenian language (C2 level) and very good command of English

language (C1 level)

- basic EU knowledge / interest (Reference: Call for interest 64387)

HOW TO EXPRESS YOUR INTEREST?

With a view to guaranteeing equal access to all, the Commission recruits from an open database of spontaneous applications. The present call for interests aims at helping the recruiters to identify potentially interested candidates within this database.

In practice, to express your interest, please follow the subsequent two steps:

1. If you are not registered yet in the open EPSO database, please do so at the following address: CAST Permanent . Please select under selection procedures for contract agent the

CAST permanent profile that best suits your education and experience.

2. You should send your documents in a single pdf in the following order: 1. your CV

2. completed application form. Please send these documents by the publication deadline to [email protected]

indicating the call for interest reference 64387 in the subject.

No applications will be accepted after the publication deadline. (Reference: Call for interest 64387)

ANNEX

1. Selection

 Am I eligible to apply?

You must meet the following eligibility criteria when you validate your application :

Our rules provide that you can only be recruited as a contract agent at the European Commission if you:

General criteria:

- Are a citizen of a Member State of the EU and enjoy full rights as a citizen;

- Have fulfilled any obligations imposed by applicable laws concerning military service;

- Are physically fit to perform the duties linked to the position;

- Produce the appropriate character references as to suitability for the performance of the duties.

- Have passed an EPSO CAST in the relevant Function Group for this position. At the stage of the application, it is sufficient to be registered in the EPSO CAST data base.

Qualifications:

(a) Have a level of post-secondary education attested by a diploma OR

(b) a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years.

Only qualifications issued or recognised as equivalent by EU Member State authorities (e.g. by the Ministry of Education) will be accepted.

Languages:

- have a thorough knowledge (minimum level C1) of one of the 24 official languages of the EU 2

- AND have a satisfactory knowledge (minimum level B2) 3 of a second official language of the EU, to the extent necessary for the performance of the duties.

 What about the selection steps?

The selecting unit chooses from the EPSO database 4 candidates with the appropriate profile and invites them to an interview. For the interview a selection panel is set-up to assess the best

2 The official languages of the European Union are: BG (Bulgarian), CS (Czech), DA (Danish), DE (German), EL (Greek), EN (English), ES (Spanish), ET (Estonian), FI (Finnish), FR (French), GA (Irish), HR (Croatian), HU (Hungarian), IT (Italian), LT (Lithuanian), LV (Latvian), MT (Maltese), NL (Dutch), PL (Polish), PT (Portuguese), RO (Romanian), SK (Slovak), SL (Slovenian), SV (Swedish). 3For details on language levels, please see the Common European Framework of Reference for Languages (https://europass.cedefop.europa.eu/en/resources/european-language-levels-cefr).

(Reference: Call for interest 64387)

candidates. Due to the large volume of applications that we may receive only candidates selected for the interview will be notified.

For operational reasons and in order to complete the selection procedure as quickly as possible in the interest of the candidates and of the institution, the selection procedure will be carried out in

English and possibly in a second official language.

2. Recruitment

The candidate selected for recruitment will be requested to provide documentary evidence in support of the statements made in the database and, where relevant, the call for interest.

The successful candidate will be required to undergo a mandatory pre-recruitment medical check-up carried out by the Commission

 Type of contract and working conditions

The place of employment will be in Ljubljana, Slovenia.

The successful candidate will be engaged as a contract agent under Article 3(a) of the

Conditions of Employment of Other Servants , in function group FG II. General information on

Contract Agents can be found at this link .

The grade or proposed grade range, as well as the step in that grade, will be defined on the basis of the candidates’ previous professional experience, in accordance with Commission Decision

C(2017)6760 laying down the criteria applicable to classification in step on engagement.

The duration of the first contract will be 3 years. Possible consecutive extensions of 5 years and then indefinite duration are subject to an assessment of the staffing situation of Representations at that time.

Contract agents recruited in Function Group II have to successfully complete a 9-month probationary period.

4Therefore, candidates who did not pass already a CAST on the level Function Group II, should register their profile at this address .

The pay of staff members consists of a basic salary supplemented with specific allowances,

including, where applicable, expatriation and family allowances. The provisions guiding the

calculation of these allowances can be consulted in the Conditions of Employment of Other

Servants. As a member of staff of the European institutions, your pay is subject to a tax raised by

those institutions.

Application timeline

This vacancy was first listed on 21 September 2026, today.

The application deadline is 2 October 2026, 10 days from today. Late applications are not accepted, so submit through the official EU Careers portal well in advance.

Last verified against the EU Careers feed on 21 September 2026.

Where to learn more

For headcount, mission, and other open vacancies at European Commission see the European Commission institution page; for the cost of living, correction coefficient, and other postings in Ljubljana see our Ljubljana location page; for related vacancies in the Support Staff field browse our Support Staff domain page.

New to EU careers? Our beginner's guide walks through entry routes, EPSO competitions, and what to prepare. For application logistics see application tips and EPSO competitions.