Administration Specialist (m/f/d) - CRM Facility

Company Description

About EIT RawMaterials

As the world moves towards a greener future, the demand for raw materials—minerals and metals—is set to increase immensely over the next three decades. Europe faces a critical challenge in securing a stable supply of these essential resources, and this is where EIT RawMaterials steps in.

EIT RawMaterials is at the forefront of driving innovation and sustainability in the raw materials sector. As an Innovation Community within the European Institute of Innovation and Technology (EIT), we collaborate with over 300 partners across industry, academia, and research institutes. Together, we forge dynamic, long-term partnerships to develop innovative solutions that meet Europe's growing demand for raw materials.

The Role

EIT RawMaterials is seeking an Administration Specialist (m/f/d) to provide high‑quality administrative, coordination, and documentation support to the Critical Raw Materials Facility (CRMF) and European Raw Materials Alliance (ERMA), ensuring smooth liaison with the European Commission and stakeholders, accurate maintenance of stakeholder and investment records, timely committee reporting, and well‑executed communication and dissemination activities. 

Key Responsibilities 

International partnerships & investment cases 

Provide end‑to‑end admin support across international partnerships and investment cases, including preparing inputs and reports to relevant committees, coordinating with EC units and external stakeholders, and organising site visits and business missions. 

Policy & programme support 

Support CRMF and ERMA in implementing relevant policies, programmes and activities, ensuring alignment with internal processes and EC requirements. 

Stakeholder records management 

Develop, maintain, and update stakeholder contact details and relationship notes in line with current EIT RM policies and data protection rules. 

Investment pipeline documentation 

Maintain up‑to‑date records on investment evaluations and pipeline status; file and control documentation (e.g., NDAs, term sheets, contracts) in accordance with EIT RM policies and audit requirements. 

Committee reporting & documentation 

Prepare high‑quality packs and documents for CRMF and ERMA Steering Committees, OMT, annual reporting and Business Plan milestones; coordinate inputs, quality checks, and timely submission. 

Front‑door query handling 

Triage and respond to general inbox and other queries; route to the relevant CRMF/ERMA staff, tracking responses to closure. 

Communications & dissemination 

Plan and deliver CRMF/ERMA communications and dissemination activities jointly with the EITRM Communications Team (e.g., web updates, news items, campaign calendars, event collateral), ensuring consistent branding and approvals. 

• Proven administrative coordination+3 years' experience in an EU, international, public sector, or mission‑driven environment supporting multi‑stakeholder programmes/committees. 

• Demonstrated experience preparing board/committee materials and taking ownership of document versioning, approvals and filing controls. 

• Familiarity with EU institutional stakeholders and formal correspondence/meeting protocols (e.g., EC interactions, steering groups).  

• Solid understanding of data protection and ethical conduct in handling sensitive information; practical experience applying GDPR‑aligned practices. 

• Bachelor’s degree (or equivalent experience) in administration, international relations, business, or related field. 

• Professional fluency in English; strong drafting/editing skills. 

• Excellent written communication and document production (briefings, minutes, packs). 

• Meticulous attention to detail; strong organisational and time‑management skills. 

• Stakeholder service orientation with confident, diplomatic liaison skills. 

• Event/logistics coordination for site visits and business missions (travel, agendas, invites, briefing notes). 

• Hands‑on experience supporting EU‑funded programmes or alliances or similar public‑private initiatives.  

• Working knowledge of EC procedures and interactions with EU Delegations.  

• Experience with committee secretariat functions (agenda setting, minute‑taking, action tracking). 

• Additional European language(s) (especially German and/or French). 

• Exposure to communications/dissemination workflows in partnership with a corporate Communications team.