General Secretariat - Operational Assistant (H/F/X)
Published on 22/11/2025
Manpower Luxembourg S.A.
Manpower is recruiting an Operational Assistantt (M/F/X) to join one of its clients, a leading European institution based in Luxembourg.
Job Description:
Executive & Operational Support
Provide executive assistance to senior management and committee members
Manage complex calendars, coordinate appointments, and resolve scheduling conflicts
Organise virtual, hybrid, and in-person meetings, ensuring logistics, document preparation, and follow-up
Handle travel arrangements, reimbursements, and administrative allowances
Prepare the structure of meeting minutes, circulate drafts, collect comments, and ensure timely approval and filing
Administrative Coordination
Manage shared inboxes and prioritise incoming correspondence
Maintain and update internal databases; ensure efficient electronic filing (GED)
Prepare meeting agendas, templates, notes, and ensure timely publication on internal portals
Handle confidential information and prepare non-routine correspondence
Perform quality checks on documents and support the maintenance of documentation repositories
Process & Monitoring
Ensure compliance with internal procedures and deadlines for document submission
Monitor progress on work programmes and follow up on action points
Support the administration of framework agreements, including invoicing and documentation
Conduct regular checks to ensure alignment with internal control and governance standards
Stakeholder Engagement
Act as liaison between the governance teams and internal services
Serve as a key point of contact for internal and external stakeholders
Promote procedural compliance and deadlines across departments, even without formal authority
Work Programme Delivery
Contribute to the timely preparation of annual governance reports and other deliverables
Provide ad-hoc administrative support to ensure smooth daily operations
Candidate Profile:
Profile & Skills
Secondary education completed with a 2-year certification in secretarial studies or business administration
Minimum 5 years of relevant experience in administrative or executive support roles
Strong service orientation and ability to manage complex workflows
Excellent command of English (spoken and written)
Proficiency with MS Office (Excel, Word, PowerPoint), GED, SharePoint, and PeopleSoft Financials
Competencies
Achievement Drive – Strong focus on delivering high-quality results
Change Orientation – Adaptable and flexible in dynamic environments
Collaboration – Excellent team player with strong interpersonal skills
Organisational Commitment – Acts with integrity and aligns with institutional values
What Client Offers:
Interested in joining a European Institution ? Apply now !
