Administrative Assistant (M/W/X)
Published on 22/10/2024
Manpower Luxembourg S.A.
Manpower is recruiting for one of its clients in Luxembourg, a European Institution:
Assistant Administrative (M/W/X)
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.
Your application will be treated with the strictest confidentiality.
