Administrative assistant M/F
Published on 19/11/2024
Hays Luxembourg
Our client, a European institution, is looking for an Administrative Assistant who speaks English and French fluently. This is a temporary contract.
Here are the main responsibilities:
Running the secretariat of all internal HR procedures handled by the Division, such as:
- Managing the Administrative Review mailbox (organising it, maintaining it, following up on the emails received and assisting the legal experts in sending adequate replies).
- Filling in the tables tracking the various procedures and ensuring that they are kept up to date, and assisting the legal experts responsible for internal HR procedures with the preparation of the legal documents in relation to the procedures.
- Preparing documents, taking photocopies and handling various administrative requests in line with the Division's operational needs and in compliance with the company's procedures.
- Maintaining proper record/documentation and data quality (e.g. preparation and filing of documents related to the HR internal procedures manually and electronically, maintenance of databases) subject to the highest degree of confidentiality.
- Coordinating reporting process for the Division-sending reminders/requests to collect data, following up on timely reception, centralising responses and ensuring completeness of information.
- Cooperating with the other assistants in the Directorate and providing back-up as necessary.
- Managing any other administrative tasks as needed.
Here are the qualifications:
- A secondary level education, complemented with a 2-year certification in a relevant field (accounting, legal, business administration) or secondary level education with equally qualified experience in a relevant field.
- At least 3 years of relevant experience within an HR/legal administrative function handling confidential and legal matters.
- The ability to maintain and ensure respect of confidentiality is mandatory.
- Excellent knowledge of the standard computer tools, particularly GED and MS Office tools (Word, Excel, Powerpoint).
- Excellent command of English and French. Knowledge of other European Union languages would be an advantage.
