Administrative assistant M/F - Luxembourg

Location

Luxembourg | Germany

Job description

Our client, a European institution, is looking for an administrative profile who speaks English and French fluently. This is a temporary contract and a full-time position.

• The candidate supports the Head of Division in the day-to-day administration of the relevant processes and procedures to facilitate the well-functioning of the Division.
• He provides support and executes administrative tasks, notably related with the financial administration of the External Offices, ensuring timely input, validation and reporting to the Head of Division.
• The candidate provides administrative and secretarial assistance in the preparation of notes, briefings, presentations and other relevant documents in accordance to the standard for the different types of documents.
• He manages the process of distribution of the Management Committee and Board of Directors Notes and follows the different deadlines with the authors of the notes, as well as provides assistance to the delivery of SG opinions.
• The candidate coordinates the team's calendar of events, participates in Management Committee and Board of Directors meetings, takes notes in division meetings, collects division input for internal meetings.
• He follows up key deadlines for the Division's activities, including notes, briefings and reporting of the division.
• The candidate manages updating of databases, relevant intranet pages, plans and maintains the electronic archives.
• He assists in the preparation and planning for various events (e.g. organising meetings, presentations, seminars, conferences, travel).
• The candidate manages telephone coverage, mail/ document distribution, diary scheduling.
• He prepares/finalises letters and other documents and organises appropriate approvals and signatures.
• The candidate contributes to a good working atmosphere within the division and the Department in order to facilitate the timely implementation of tasks, smooth flow of information and achievement of objectives.
• He takes care of newcomers' integration for any aspect related to IT equipment and access, logistics, etc. Provides guidance to newcomers about procedures and IT tools.
• The candidate acts as mutual back-up with the other divisional assistants, also coordinating respective absences where necessary.
• He ensures good team spirit within the team.
• The candidate handles other administrative tasks and replaces colleagues in case of absence.

• The candidate has a secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration) or secondary level education with equally qualified experience in a relevant field.
• He has at least 3 years of professional experience in an administrative support role.
• The candidate has a good knowledge and understanding of the European institution's activities, organisational structure, processes and procedures.
• He has good knowledge of the standard office tools (Word, Excel, PowerPoint, GED, Notes); proofreading and presentation skills would be appreciated.
• The candidate has an excellent command of English or French, both oral and written. A good command of additional EU languages would be an advantage.

Job tags

Salary