General Secretariat - Executive Assistant Eng-Fr (M/F)
Published on 17/10/2026
SOFITEX TALENT RECRUITMENT
- L-1471
- Reception / Administration / Office Management
- Between 4.5k and 5k € / month
Working time
Type of contract
Spoken languages
Professional experience
Educational level
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 a
General Secretariat - Executive Assistant (M/F)
As a (Senior) Executive Assistant, you will provide executive assistance to the Dean and Head of the Institute Department, and support various Departmental activities, in close collaboration with the other assistants of the Department. 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. You will report to the Director and provide administrative support to both the Director and the Foundations, Impact and Foresight Unit, including covering absences of existing assistants in the Department.
Key accountabilities:
- Provide assistance to the Director in terms of i.a. managing calendars, arranging meetings, and communicating with internal and external counterparts;
- Provide administrative support to the Foundations, Impact and Foresight Unit, and act as further support to the Youth Engagement and Society division assistant, when needed
- 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 Director to ensure easy access to documents
- 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;
- Strong organisational skills and ability to prioritise tasks effectively
- Strong sense of responsibility and initiative, an ability and willingness to assume ownership of a task.
- Accuracy, precision and attention to detail.
- Tact, discretion and diplomacy.
- Excellent communication skills and ease with high-level contacts both within and outside the Bank.
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.
- Highly proficient in English and at least a good command of French
- Knowledge of additional EU languages would be a distinct advantage
- 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).
This is a great opportunity for a long-term temporary contract (initial 2-month contract + several extensions) to start asap.
Salary: level 2 or level 3 (4450EUR or 5250EUR gross/month), depending on years of experience
Location: Luxembourg Kirchberg
POSTE
For one of our clients, a European Institution located in Luxembourg Kirchberg, Sofitex Talent is currently looking for a
General Secretariat - Executive Assistant (M/F)
As a (Senior) Executive Assistant, you will provide executive assistance to the Dean and Head of the Institute Department, and support various Departmental activities, in close collaboration with the other assistants of the Department. 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. You will report to the Director and provide administrative support to both the Director and the Foundations, Impact and Foresight Unit, including covering absences of existing assistants in the Department.
Key accountabilities:
- Provide assistance to the Director in terms of i.a. managing calendars, arranging meetings, and communicating with internal and external counterparts;
- Provide administrative support to the Foundations, Impact and Foresight Unit, and act as further support to the Youth Engagement and Society division assistant, when needed
- 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 Director to ensure easy access to documents
- 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;
- Strong organisational skills and ability to prioritise tasks effectively
- Strong sense of responsibility and initiative, an ability and willingness to assume ownership of a task.
- Accuracy, precision and attention to detail.
- Tact, discretion and diplomacy.
- Excellent communication skills and ease with high-level contacts both within and outside the Bank.
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.
- Highly proficient in English and at least a good command of French
- Knowledge of additional EU languages would be a distinct advantage
- 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).
This is a great opportunity for a long-term temporary contract (initial 2-month contract + several extensions) to start asap.
Salary: level 2 or level 3 (4450EUR or 5250EUR gross/month), depending on years of experience
Location: Luxembourg Kirchberg