Operations - administrative assistant M/F
Published on 13/11/2025
Hays Luxembourg
- Luxembourg, Luxembourg (Canton)
- Reception / Administration / Office Management
- Between 3.8k and 4.3k € / month
Our client, a European institution, is looking for an Administrative Assistant who speaks English fluently. French is an asset. This temporary contract starts as soon as possible, in November or at the beginning of December.
Accountabilities :
- Handle the administrative coordination of the activity of the division,
- Organisation of meetings and appointments
- Prepare briefing papers for meetings and business trips
- Finalise, distribute and file documents and reports prepared by the staff of the division
- Keep statistics and work plan up to date; monitor that procedures are followed
- Cooperate with the other Assistants and members of the Department; when appropriate, train new colleagues on the company's procedures and processes, contribute to a good working atmosphere within the Co-financing & Partnerships Division and the whole Department in order to facilitate the timely implementation of tasks, smooth flow of information and achievement of objectives
- Coordinate and send letters related to legacy mandates to different Member States and other mandators
- Keep an up-to-date list of contacts across the company's mandators
- Organise and coordinate external guests and visits with Protocol (access to premises, booking of rooms etc).
- Coordinate and support the team with the Notes system: create notes in the system, update and prepare properties, work on the calendar to be followed, support in terms of distribution, preparation of Tirage Finale etc
- Coordinate and perform a diverse set of administrative tasks for the division: organization of events, update of the shared calendar, GED management, update of distribution lists, preparation of documents for signature etc.
Qualifications :
- Secondary level education, complemented with a 2-year certification in a relevant field (economics, accounting, legal, business administration) or secondary level education with equally qualified experience in a relevant field
- At least 3 years of relevant professional experience in an administrative function
- Strong sense of responsibility and initiative and good organizational skills
- Ability to work accurately under pressure, to meet deadlines and priorities, work with flexibility and availability.
- Excellent knowledge of standard computer tools, particularly MS Office tools (Word, Excel, PowerPoint). Knowledge of Business Objects would be an advantage.
- Excellent knowledge of written and spoken english. Working knowledge of French would be an advantage. Working knowledge of other EU languages would be an advantage.
