English and french speaking executive assistant M/F
Published on 13/02/2026
Hays Luxembourg
Our client, a European institution, is looking for a French and English-speaking Executive Assistant. This temporary contract starts as soon as possible.
Accountabilities :
- Assist the Department Head in all administrative tasks: screening and distributing incoming documents, correspondence and e-mails, preparing responses and/or ensuring appropriate follow -up.
- Distribute and circulate information within the Department in order to assist the Department Head in the performance of his duties and keep Departmental staff informed.
- Be responsible for scheduling of meetings and appointments on behalf of the Department Head. Monitor follow-up of management decisions. Interface with internal and external contacts.
- Draft/finalise correspondence, meeting notes and other communications.
- Prepare documents requiring the Director's approval and/or signature; monitor that deadlines are met, and internal procedures are followed; liaise with other internal services and MC members.
- Review for quality of presentation reports, correspondence and communications coming from the Department.
- Coordinate with the secretariat teams of the Department and contribute to maintaining a good team spirit within these teams.
- Provide guidance to Department staff on administrative/operational procedures; identify improvements and developments of existing methods and processes; organise and update the Director's filing system both electronic and paper.
- Follow up on approval processes for the Department and extract from Serapis reports on delivery of business objectives and others.
- Contribute to the preparation of the Department's budget and to its follow-up in coordination with the Budget Officer.
Qualifications :
- Secondary level education, complemented with a 2-year certificate in a relevant field (e.g. secretarial studies, business administration etc) or secondary level education with equally qualified experience in a relevant field
- Minimum 5 years of relevant professional experience * In-depth knowledge and application of the Institution's administrative and operational policies and procedures, including those on privacy and confidentiality
- Excellent knowledge of the Bank's standard computer tools, particularly Serapis, GED, Business Objects and MS Office Tools (Word, Excel, PowerPoint)
- Excellent knowledge of written and spoken English and a good command of French. Knowledge of other EU languages would be an advantage.
