Administrative Assistant (M/W/X)

Published on 22/11/2024

Manpower Luxembourg S.A. logo

Manpower Luxembourg S.A.


Working time
Type of contract
Spoken languages
EN
Manpower is recruiting for one of its clients in Luxembourg, a European Institution:



Assistant Administrative (M/W/X)




Job Description: (Senior) Administrative Assistant

The (Senior) Administrative Assistant reports to a Head of Division and/or the Head of Unit, supports the smooth running of activities by providing secretarial and administrative assistance to the Head of Division and/or the Head of Unit and is the back-up of the other Administrative Assistants of the Department.

Operating network S/he will provide assistance to the team members as well as act as back-up of the other teams’ assistants in their absence.



Responsibilities

The successful candidate will perform general secretarial duties and administrative tasks. S/he will have the following responsibilities:



• Organising meetings in Luxembourg with external counterparts;

• Organising business trips and preparing the relevant expense reports;

• Preparing presentations, due diligence dossiers and letters to external counterparts;

• Preparing, distributing and following up reports and notes, incl. overview tables and quarterly reports when needed;

• Organise team meetings, take & dispatch meeting minutes;

• Drafting routine correspondence and edit materials;

• Undertake related electronic (using the internal data storage system) and paper filing;

• Communicate efficiently (face-to-face, phone, email) with the team members but also with internal as well as external clients; cooperate with the other teams ’ assistants and other interfaces;

• Create and process requisitions/purchase orders/receipts for conference attendance, business meals, other relevant expenses;

• Follow up on internal documentation throughout the approval process;

• Produce and process counterparty consultation letters as required by the organisation procedures.

Qualifications:

• Certified secondary level education;

• Any additional certifications indicating specialisation would be an advantage;

• Excellent knowledge of standard computer tools and MS Office tools (particularly Excel and PowerPoint);

• Excellent written and spoken German and English; knowledge of French and/or other EU languages would be an advantage.



Personal Qualities:

• Excellent organisational skills;

• Excellent prioritisation skills;

• Excellent team spirit and interpersonal skills;

• Excellent verbal and written communication;

• Strong sense of responsibility and initiative;

• Ability to work reliably and accurately under pressure;

• Strong personal commitment


 


Interested in joining a European Institution? Please apply on line.

Your application will be treated with the strictest confidentiality.

 

Manpower Luxembourg S.A. logo

Manpower Luxembourg S.A.

33, Rue de Gasperich, H2O Building
L-5826 Hesperange
Luxembourg

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Administrative Assistant (M/W/X)

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Administrative Assistant (M/W/X)

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