Operational Assistant - EU Institutions

Our client, a European bank, based in Kirchberg, is looking for a Operational Assistant to join its General Secretariat team. This will be a 2-months interim contract that may be extended in accordance with Luxembourgish law, for a maximum duration of 1 year.

LHH Recruitment Solutions offers extensive recruitment solutions through one unique brand. We are specialised in the recruitment of qualified professionals. At LHH Recruitment Solutions, we believe in talent, not labels, embrace diversity, and promote more inclusive employment to our clients and partners.

Your responsabilities :

• Coordinating meetings involving internal and external participants, including senior-level stakeholders, in person, remotely or in hybrid format.
• Managing meeting room reservations, catering arrangements and technical requirements.
• Preparing meeting rooms, including seating plans, nameplates, equipment and documentation.
• Organising participants' access to the premises, including security clearance and visitor badges.
• Providing on-site assistance during meetings, welcoming attendees, answering enquiries and addressing any logistical needs.
• Preparing and distributing invitations, calendar appointments, attendance lists and follow-up communications.
• Acting as the main contact person for meeting-related logistical matters.
• Maintaining accurate records of participants and ensuring the proper filing and archiving of relevant correspondence and documents.
• Monitoring meeting arrangements and reporting any relevant updates to the responsible team.
• Providing administrative support to colleagues to ensure continuity of daily operations.

Your profile :

• Secondary education complemented by a two-year qualification in a relevant field, such as Secretarial Studies, Business Administration or Protocol.
• At least 5 years of relevant professional experience in meeting and event coordination.
• Strong organisational skills and the ability to manage several priorities simultaneously.
• Excellent customer service and interpersonal skills, with the ability to interact confidently with senior stakeholders.
• Very good command of Microsoft Office (Outlook, Word, Excel and PowerPoint), as well as meeting platforms such as Microsoft Teams and Webex.
• Excellent written and spoken English. Knowledge of another EU language would be considered an asset.
• Ability to work autonomously while contributing effectively to a team.
• Strong attention to detail, discretion and the ability to handle confidential information.
• Flexibility to accommodate occasional early morning or late evening meetings.
• An interest in digital tools and IT-related matters would be an advantage.

To include yourself in this recruitment process; to find out more information about this role; or to discuss other career opportunities we have available, please contact Aurelia Michaux as soon as possible - CONFIDENTIALITY ASSURED.

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