HR data and tools coordinator

Description:We are looking for a highly organised and professional Governance Advisor / Administrator to play a central role in supporting the smooth, efficient, and high-quality functioning of governance processes within a key European organisation. Your primary focus will be to support the Board, ensuring rigorous preparation of meetings, strong cross-Secretariat coordination, and professional interactions with senior Member representatives. Reporting to the Member Relations Manager, you will ensure governance processes are reliable, transparent and delivered to consistently high standards. You will also provide backup support for Assembly governance when required. Main Responsibilities 1. Board Governance Prepare, coordinate, and follow up on all Board meetings: agenda drafting, timelines, document consolidation, meeting packs. Coordinate the full Session File (SF) process: liaise with contributors, ensure timely and high-quality submissions, and perform consistency and quality checks. Work closely with Heads of Section, Business Planning, General Counsel, the Chair's Office and the Secretary-General to ensure coherent, accurate, decision-ready materials. Participate in alignment calls and ensure action points are reflected in materials. Manage written procedures: launch, monitor, consolidate results and communicate outcomes. Maintain the annual Board and SF planning calendar, aligned with Assembly cycles. Provide backup support for Assembly Session Files when required. 2. Governance Meeting Organisation Plan and organise all logistical arrangements for Board meetings and dinners (including coordination with a local host where relevant). Arrange and support virtual Board meetings and webinars. Provide on-site support during Board meetings. Offer backup support for Assembly meeting logistics when needed. 3. Governance Processes Maintain, document, and continuously improve governance workflows, templates and processes. Coordinate with the Association Policy team on PPP documentation. Identify process gaps and propose improvements to increase efficiency, quality and transparency. 4. Governance Tools Act as Site Owner for the Board SharePoint Online site: ensure a clear structure, accurate and up-to-date content, proper permissions, and consistent publication of documents. Ensure systematic publication of Board minutes and related documents. Maintain and update the Board contact list. 5. Internal & Stakeholder Relations Act as a trusted coordination point for senior Member representatives (Board Members, Main Office Holders). Ensure diplomatic, respectful, and timely communication with all stakeholders. Collaborate closely with Business Planning, General Counsel and other Sections to secure accurate and timely contributions. Build strong working relationships across all relevant teams in the Secretariat. Profil Education & Experience Bachelor's degree or equivalent experience. 3-5 years of relevant experience (governance, coordination, project management, executive support, etc.). Skills Excellent organisational and project management skills. Outstanding attention to detail and accuracy. Discretion, reliability, and the ability to handle sensitive matters. Strong interpersonal skills and diplomacy. Ability to work autonomously within a defined framework. High intercultural awareness and professionalism. Event and meeting management experience. Advanced skills in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams), SharePoint, and PDF tools. Languages Excellent written and spoken English (mandatory). Offre What We Offer A strategic role at the heart of governance processes within a major European organisation. High exposure to senior stakeholders. A dynamic, multicultural and professional environment. Opportunities for development in governance, strategy and coordination. Entreprise The organisation is committed to responding effectively to the challenges of a rapidly changing power system while safeguarding security of supply. Innovation, market-based solutions, customer and stakeholder engagement, system resilience, flexibility, and regional cooperation remain essential pillars of its work.