Executive assistant - secretary general department M/F
Published on 21/01/2026
Hays Luxembourg
- Luxembourg, Luxembourg (Canton)
- Reception / Administration / Office Management
Working time
Type of contract
Spoken languages
Professional experience
Educational level
Our client, a European organisation in Luxembourg, is seeking an Executive Secretary to support the Secretary General and the Heads of three divisions. The role involves providing high‑quality administrative and organisational assistance within a dynamic, multicultural department of around 36 staff.
Main Responsibilities
- Manage calendars, meetings, and contact lists for the Secretary General and Division Heads.
- Coordinate daily administrative tasks and ensure smooth workflow across the department.
- Prepare, edit, and format documents, correspondence, and presentations.
- Organise board and committee meetings, conference calls, and internal/external events.
- Attend meetings and draft minutes when required.
- Handle document filing, database updates, and archiving.
- Arrange business travel and manage expense claims.
- Support recruitment and procurement by scheduling interviews and supplier meetings.
- Act as back‑up to the Personal Assistant to the Secretary General.
- Provide occasional support to the Management Board.
Profile
- Bachelor's degree preferred.
- Minimum 3 years' experience in a similar administrative role, ideally in an international setting.
- Strong command of Outlook and MS Office; knowledge of WebEx, MS Teams, SharePoint or Oracle Fusion is an advantage.
- Excellent written and spoken English; other EU languages are a plus.
- Strong communication, teamwork, flexibility, and professionalism.
Contract Details
- Temporary assignment
- Duration: 5-6 months
- Salary : TBD
