Administrative assistant EN/DE M/F
Published on 21/10/2024
Hays Luxembourg
Working time
Type of contract
Spoken languages
Professional experience
Educational level
Our client, a European institution, is looking for an Administrative Assistant who speaks English and German fluently. This is a temporary contract and a full-time position.
The successful candidate perform general secretarial duties and administrative tasks such as:
- Organising meetings in Luxembourg with external counterparts.
- Organising business trips and preparing the relevant expense reports.
- Preparing presentations, due diligence dossiers and letters to external counterparts.
- Preparing, distributing and following up reports and notes, incl. overview tables and quarterly reports when needed.
- Organising team meetings, taking & dispatching meeting minutes.
- Drafting routine correspondence and editing materials.
- Undertaking related electronic (using the internal data storage system) and paper filing.
- Communicating efficiently (face-to-face, phone, email) with the team members but also with internal as well as external clients; cooperating with the other teams ' assistants and other interfaces.
- Creating and processing requisitions/purchase orders/receipts for conference attendance, business meals, other relevant expenses.
- Following up on internal documentation throughout the approval process.
- Producing and processing counterparty consultation letters as required by the organisation procedures.
The successful candidate has the following qualifications:
- A certified secondary level education.
- An excellent knowledge of standard computer tools and MS Office tools (particularly Excel and PowerPoint).
- An excellent written and spoken German and English, knowledge of French and/or other EU languages would be an advantage.
The successful candidate has the following personal qualities:
- Excellent organisational skills.
- Excellent prioritisation skills.
- Excellent team spirit and interpersonal skills.
- Excellent verbal and written communication.
- Strong sense of responsibility and initiative.
- Ability to work reliably and accurately under pressure.
- Strong personal commitment.
