Administrative assistant M/F
Published on 31/03/2026
Hays Luxembourg
Our client, a European institution, is looking for an Administrative Assistant for the Projects department. The temporary contract starts in April.
Responsibilities:
- Conducting proofreading, updating and final checks of governing bodies' agendas for internal use
- Follow-up and monitoring of team members' tasks in notes for governing bodies and documents by maintaining a division database and updating the directorate's database of active notes and related tasks assigned to team members;
- Help create and manage libraries of documents through the advanced use of TEAMS, GED, and effective management of online teams working groups;
- Following up on team members' mission related requests and helping with queries arising from mission related issues;
- Managing shared inboxes and filtering incoming inquiries by redirecting them to relevant team members/ Heads of units for action;
- Proactively participating and proposing updates to procedural aspects for improving efficiency of tasks within the division and department by participating actively in the meetings of the assistants in the SQM Department and contributing to horizontal work streams;
- Replacing other assistants within the division and/or department, if necessary;
- Helping fill and maintain database of PJ-wide requests for new applications
Qualifications:
- Secondary level education, completed with a 2 year certification in a relevant field (secretarial studies, business administration) or secondary level education with equally qualified experience in a relevant field
- At least 3 years of relevant professional experience
- Good knowledge of the standard computer tools (Word, Excel, Powerpoint). Knowledge of Serapis and Business Objects would be an advantage
- Excellent knowledge of written and spoken English and good knowledge of French(*). Knowledge of other EU languages would be an advantage.
Competencies:
Ensuring accountability: Holding yourself and others accountable to meet commitments.
Collaborating: Building partnerships and working collaboratively with others to meet shared objectives. Agile communication skills are required in this role.
Cultivating innovation: Creating new and better ways for the organisation to be successful.
Driving results: Consistently achieving results, even under tough circumstances. This role especially requires a capacity to prioritise and work with tight deadlines, balancing delivery with attention to detail.
Instilling trust: Gaining the confidence and trust of others through honesty, integrity and authenticity. This role especially requires a capacity to handle sensitive information of confidential nature.
