General Secretariat - Executive Assistant

Sofitex Talent Recruitment Fort d'une expérience de plus de 30 ans dans les Ressources Humaines, Sofitex est un réseau international de Travail Temporaire et de Placement en CDI. Sofitex fonde sa dynamique et son succès sur le professionnalisme de ses équipes, sa forte réactivité et sa proximité.

POSTE

For one of our clients, a European Institution located in Luxembourg Kirchberg, Sofitex Talent is currently looking for an:

General Secretariat - Executive Assistant

As a (Senior) Executive Assistant you will provide executive assistance to the Shareholder Relations & Institutional Matters Director. The post requires autonomy, discretion, attention to detail, the ability to prioritise and handle several tasks simultaneously, often working to tight deadlines, while still exercising a high degree of precision and availability to work flexible hours when required by prevailing business needs. You will report and provide administrative support to the Director, including covering absences of existing assistants in the Department.

As the (Senior) Executive Assistant of the SR&IM Director, you will:
- Provide personal assistance to the Director in terms of i.a. managing calendars, arranging meetings, and communicating with internal and external counterparts;
- Schedule and organise the Director's participation in internal and external meetings, conferences, receptions etc. including the required briefing files and any related business trips;
- Prepare documents requiring approvals and/or signatures; monitor that deadlines are met and internal procedures are followed;
- Handle the numerous internal and external contacts;
- Office space management;
- Organisation of business-related travel and preparation of expense reports;
- Manage incoming correspondence, prepare replies and/or ensure appropriate follow-up;
- Ensure an effective electronic/paper archiving system for the SR&IM Director to ensure easy access to documents.
- In co-operation with the other Divisions in the Department, compile and coordinate meeting attendances and coordinate the SG pipeline of MC notes, ensuring timely and accurate distribution of documents to relevant bodies, monitoring that deadlines are met and liaising and coordinating with other internal services as required.
- Plan and organise the Department meetings, Managerial staff meetings including administrative preparation and follow-up as well as preparation of the required documentation and information in co-ordination with other Services.
- Act as back-up to the existing team members, e.g. prepare, review and/or finalise documents requiring the Director's approval, signature and/or attention in connection with the MC, the BoD and the AC. As and when required managing incoming correspondence and filtering

PROFIL

- Secondary level diploma, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration).
- At least 5 years' professional experience in an administrative support role.
- Good knowledge and understanding of the Bank's activities, organisational structure, processes and procedures.
- Good knowledge of the Governing Bodies procedures (MC, BoD, AC).
- Good knowledge of the Bank's standard office tools (Word, Excel, PowerPoint, Intranet).
- Highly proficient in English and at least a good command of French (Knowledge of additional EU languages would be a distinct advantage)


This is an opportunity for an initial contract of 2 months, with possible extensions afterwards.
Salary ranges between 4,450EUR and 5,250EUR gross per month, depending on experience.