Resident Protocol and Events Officer – EIB Representation Brussels & Brussels​/Belgium

Resident Protocol and Events Officer – Permanent EIB Representation Brussels & Brussels/Belgium
Position
Recruitment for the Secretariat General Directorate (SG) – Shareholder Relations and Institutional Matters Department (SR&IM) – Protocol, Visits and Events Division (PTL) located in Brussels/Belgium. This is a full‑time position at grade 5 for which the EIB offers a permanent contract in Brussels/Belgium.
Purpose
You will coordinate and organise visits and events mainly in Brussels and occasionally in Headquarters. You will deliver protocol services for the President and Management Committee (MC) members, liaise with EU Institutions and other organisations and their protocol services to ensure smooth execution of high‑level engagements. You will represent the Head of Division at key events and meetings, maintain continuity and uphold organisational presence, and regularly prepare and accompany the President on business travels to guarantee effective protocol and logistical support.
Operating Network
You will report to the Head of Protocol, Visits and Events Division.
The Protocol, Visits and Events Division is responsible for the overall planning, management and supervision of the full range of protocol, meeting, dining and events services in and outside the EU. It maintains protocol relations with representatives of Member States, EU Institutions and other national, international and multilateral institutions and organisations.
Accountabilities

Provide professional protocol support for the EIB President, Management Committee (MC) members and other senior managers or staff when visiting Brussels, the EIB Office, any EU Institution or Body or any other national or international organisation or institution, exercising diplomacy and exhibiting excellent understanding of the EIB mission and the EU institutional and political framework.
Prepare missions for the President and accompany the President and delegations on missions outside Belgium and Luxembourg, as assigned by the Head of Division.
Manage official and corporate meetings and events organised by the division in Brussels, ensuring the satisfaction of MC and other internal and external key stakeholders.
Represent the EIB Group and the Head of Division when delegated, actively promoting the interests and requirements of the Bank and the division.
Ensure protocol access and a professional welcome when visiting other institutions by liaising with relevant counterparts and accompanying senior management where appropriate.
Organise official and corporate meetings and events in Brussels, both at the EIB Brussels Office and external venues, in close collaboration with the Head of Division and senior colleagues in Luxembourg.
Guarantee high‑quality organisation and stakeholder satisfaction for bilateral meetings, signature ceremonies, seminars, and receptions.
Coordinate with Brussels Office colleagues in charge of meeting room management and catering to ensure smooth execution of events.
Manage protocol arrangements for visits to the EIB Permanent Representation in Brussels, liaising with the Head of Representation and the Head of Division.
Oversee protocol tasks for official visits, including seating plans, protocol gifts, and coordination with building security or police.
Manage activities related to event sponsor ships in Brussels including budget, efficiently coordinated with the EIB Permanent Representative and the Brussels staff members tasked by the Head of Office.
Analyse and evaluate requests for event sponsor ships/partnerships and provide a recommendation to the Head of Division and Director to allow a sound and informed decision.
Responsible for overseeing all administrative tasks related to the core tasks in Brussels including statistics and inventories as well as budget control.
Liaise and coordinate efficiently with the external service providers and their staff on site.
Develop and maintain a strong network of contacts within EU institutions and other national or international organisations, providing analysis and updates to the Head of Division.
Close collaboration with the Head of Division, the Heads of Unit and other senior colleagues in charge…