Administrative assistant UK /MF
Published on 21/11/2024
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. This is a temporary contract.
Accountabilities :
- Assisting with the management Committee: regular review of the assignment pipeline, preparation of the agenda for the weekly meeting, coordination with the relevant assignment responsible officers, Heads of Division, Chairpersons, Advisory Mandate Management and Strategy teams to review the proposals.
- Ensuring the completeness of the information, compliance with the agreed procedures and documentation of the decisions through the meeting minutes.
- Collecting and processing data and information from different relevant sources, in order to keep the digital procedures manual up to date.
- Assisting with tasks related to the organisation and delivering meetings, working groups, knowledge-sharing and team-building events, including support on invitations, attendance tracking, dispatching of relevant documents and materials.
- Assisting with preparation, finalisation and distribution of letters, notes, complex reports, presentations and other Business Relations materials.
- Performing basic office tasks, such as filing, data entry, processing the emails and requests received.
- Assisting with taking and forwarding telephone and other messages, setting up conference calls and video-conferences, handling incoming and outgoing correspondence.
- Collecting, distributing and managing the information flow in the team to ensure smooth running of activities.
- Supporting on a day-to-day basis the implementation of processes to assure the good progress of operational activities, reporting and monitoring.
- Providing administrative and organisational assistance to the team.
Qualifications :
- A Certified secondary level education.
- At least 3 years of relevant professional experience in the administrative field.
- Proficiency in using the Microsoft Office Suite, specifically PowerPoint and Excel.
- Previous experience in editing and proofreading documents, designing and structuring presentations and some information systems.
- Familiarity with basic accounting and reporting principles.
- A very good knowledge of English.
Competencies :
- Sense of responsibility, commitment and motivation.
- Good organisational and time-management skills.
- Capacity to manage different tasks, prioritise and take initiative.
- Good diplomatic skills and ability to deal with various counterparts.
- Good interpersonal skills, team spirit and client-oriented approach.
- Numeracy and attention to detail;
- Precision and accuracy.
