Office Support Agent/Receptionist, Administration Section

We are the European Union (EU), an economic and political partnership between 27 European countries. The EU plays an important role in international affairs through diplomacy, trade, development aid, and collaboration with global organizations. Abroad, the EU is represented through more than 140 diplomatic representations, known as EU Delegations, which function similarly to embassies. As a UN observer with enhanced status, the EU coordinates the 27 Member States to speak with one voice and works closely with the UN Secretariat and its agencies on global issues.

About the role

We are seeking an enthusiastic and service-minded Office Support Agent/Receptionist (Local Agent Group IV) to join the Administration Section/Reception of the EU Delegation to the United Nations in New York. This is a 2-year contract with the possibility of two renewals, leading to a maximum employment term of 7 years under successive fixed-term contracts. An indefinite contract may be offered upon completing the seven-year term. The team consists of 13 people, and the role operates under the direct supervision of the Head of Administration and Head of Delegation.

Responsibilities

• Manning the EEAS Reception Desk and answering all phone calls.
• Assisting with the coordination of meeting rooms, including preparation of drinks, setting up lunches, and receptions.
• Serving as a backup for the internship coordinator.
• Managing the drivers' calendar in collaboration with the Head of Delegation’s secretariat, including maintaining drivers' files (hours, schedules, etc.).
• Acting as the main point of contact with drivers.
• Performing general secretarial duties, primarily concerning administrative issues.
• Greeting visitors and updating daily, weekly, and annual visitor lists (including statistics).
• Assisting with hotel reservations for Brussels-based officials and visitors, including obtaining and booking hotel offers, and occasional assistance at hotels for VIPs.
• Applying for UN Passes for Brussels-based officials and visitors.
• Regularizing all private telephone bills and managing voice-mail programming.
• Managing and ordering all office supplies.
• Tracking meetings for statistical purposes.
• Handling all deliveries, including dispatching FedEx mail.
• Photocopying and distributing correspondence.
• Managing the Residence and Office wine inventory with the assistance of the Head of Delegation’s secretariat.

This job function may be slightly modified in accordance with the needs of the Delegation.

Requirements

• Proven relevant experience (minimum 2 years).
• Thorough knowledge of English, both written and oral.
• Professionalism, discretion, and ability to safeguard confidential matters.
• Excellent organizational skills and flexibility with regard to working hours.
• Strong communication and interpersonal skills.
• Ability to work autonomously, remain calm under pressure, and use sound judgment and initiative.
• Proficiency in IT tools (Word, Excel, Outlook, etc.).
• Ability to interact with a diverse range of people and work in a multicultural, international team.
• Existing and valid U.S. work authorization that does not require sponsorship by the Delegation (e.g., EAD card, green card, U.S. citizenship, or G1/G3 visas for spouses of EU officials posted at an EU Member State Mission to the UN).

Qualifications

• A high school diploma is required; a Bachelor’s degree is an asset.
• Experience working in an EU Delegation, UN, or other international institution is advantageous.
• General knowledge of the EU and the operations of an EU Delegation or UN is beneficial.
• Knowledge of French is considered an asset.

Benefits

• Competitive salary starting from $51,000 (2 years of experience) up to $60,000 per year, dependent on relevant and verified employment experience.
• 24 days of annual leave plus public holidays.
• Flexible working hours (37.5 hours per week).
• Health, dental, and vision insurance.
• Retirement savings plan (401(k)).

Schedule

Full-time, in-person role located at 666 Third Avenue, New York, NY 10017. The expected start date is August 1, 2026.