Administrative assistant M/F
Published on 26/11/2024
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 fluently. French is considered as a plus. This is a temporary contract. The start date is as soon as possible.
The selected candidate :
- Coordinates and performs a diverse set of administrative tasks including document control and distribution, filing, diary scheduling, organisation of events, update of the shared calendars, GED management, update of distribution lists, preparation of documents for signature.
- Cooperates with the other assistants and members of the department, when appropriate, train new colleagues on procedures and processes, contributes to a good working atmosphere within the team in order to facilitate the timely implementation of tasks and a smooth flow of information.
- Assists the teams with the preparation, approval, reporting and dispatch regarding Notes, Board of Directors reports or presentations, Notes to File, presentations to the Audit Committee or the Risk Policy Committee and any other internal reporting documents.
- Follows-up of internal and external communication addressed to all staff and/or assistants, ensures the correct business correspondence procedure is applied.
- Organises and coordinates external guests and visits with Protocol (access to premises, booking of rooms, parking…).
- Assists in the preparation of missions for conferences, trainings and meetings, takes care of travel arrangements and checks travel expenses for the team, prepares the required documentation and information as well as any relevant follow-up.
- When required, act as an operational back-up for Secretariat tasks.
The successful candidate :
- Has a secondary-level education, complemented with a 2-year certificate in a relevant field (e.g. Business Administration, Economics or Communications) or secondary level education with equally qualified experience in a relevant field.
- Has a minimum of 3 years of relevant professional experience at senior support level as an Administrative or Executive Assistant.
- Has a strong sense of responsibility and initiative and good organisational skills.
- Has the ability to work accurately under pressure, to meet deadlines and priorities, work with flexibility and availability.
- Is familiar with risk management activities.
- Has excellent knowledge of standard office tools, particularly Word, Excel and PowerPoint.
- Speaks English fluently, French is considered as a plus.
- Has a strong sense of discretion and confidentiality.
