Working time
Type of contract
Professional experience
Educational level
An administrative position is now available within a prestigious institution !
Within a prestigious international financial institution, the Administrative Assistant reports to the Head of Division and/or the Head of Unit, supports the smooth running of activities by providing secretarial and administrative assistance to the Head of Division and/or the Head of Unit and is the back-up of the other Administrative Assistants of the Department.
The Administrative Assistant provides assistance to the team members as well as acts as back-up of the other teams' assistants in their absence.
Responsibilities :
- 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, including overview tables and quarterly reports when needed;
- Organise team meetings, take & dispatch meeting minutes;
- Drafting routine correspondence and editing materials;
- Undertake related electronics (using the internal data storage system) and paper filing;
- Communicate efficiently (face-to-face, phone, email) with the team members but also with internal as well as external clients; cooperate with the other teams' assistants and other interfaces;
- Create and process requisitions/purchase orders/receipts for conference attendance, business meals, other relevant expenses;
- Follow up on internal documentation throughout the approval process;
- Produce and process counterparty consultation letters as required by the organisation's procedures.
Qualifications:
- Certified secondary level education;
- Any additional certifications indicating specialisation would be an advantage;
- Relevant administrative experience in a financial or audit environment and understanding of financial documentation;
- Excellent knowledge of standard computer tools and MS Office tools (particularly Excel and PowerPoint);
- Excellent written and spoken English; knowledge of French and/or other EU languages would be an advantage.
Competencies:
- 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.
