Human Resources - Executive Assistant (M/F)

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 : Human Resources - Executive Assistant (M/F)

Job Description: the Executive Assistant provides comprehensive secretarial, administrative and executive assistance mainly of confidential and strictly confidential nature to the Head of HR ARES Department (Analytics, Remuneration and Employee Services), ensuring the smooth running of the department. Reports to the Head of Department working in close cooperation with both internal and external counterparts.

Responsibilities:

- Serve as primary point of contact and liaison for the Department Head on complex and confidential issues, both internally and externally.
- Assist the Department Head in all administrative tasks by screening and distributing incoming documents and correspondence; scheduling and prioritising on behalf of the Department Head and preparing responses and/or ensuring appropriate follow-up.
- Organise the Department Head's agenda by scheduling appointments and organising complex meetings; ensure appropriate follow-up of managerial decisions and divisional action plans.
- Ensure good information flow and circulate information of diverse and confidential nature within the Department in order to assist the Department Head in the performance of his duties and keep departmental staff informed/updated.
- Draft/edit/finalise correspondence on request and documents requiring the Department Head's approval and/or signature, ensuring quality control; attend meetings where appropriate.
- Coordinate with the DGs secretariat and the secretariat of the other Department Heads, and maintain a good team spirit with the secretaries of the Department.
- Provide guidance to Department staff on administrative procedures; identify improvements and developments of existing methods and processes; suggest ways to streamline administrative procedures in order to enhance work organisation and effectiveness.
- Organise and update the Department Head's electronic filing system and if requested paper filing.
- Act as back-up of the DG's secretariat and, if necessary, the secretariat of the other HR Department Heads.
- Assist DG Secretariat in managing and updating Governing Bodies Action Points via dedicated IT tool.
- Manage multiple conflicting priorities without loss of composure in an autonomous manner.

PROFIL

Academic qualifications and professional skills

- Certified secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration);
- At least 5 years of relevant professional experience;
- Strong customer orientation;
- Preserving confidentiality is mandatory
- Relevant professional experience, of which some acquired in an administrative environment;
- Excellent knowledge of standard Microsoft Office tools (Word, Excel, and PowerPoint);
- Excellent command of written and oral English and French. Good knowledge of another EU language would be an advantage.
Ensuring accountability: Holding yourself and others accountable to meet commitments.
Collaborating: Building partnerships and working collaboratively with others to meet shared objectives. Agile communication skills are required in this role.
Cultivating innovation: Creating new and better ways for the organisation to be successful.
Driving results: Consistently achieving results, even under tough circumstances. This role especially requires a capacity to prioritise and work with tight deadlines, balancing delivery with attention to detail
Instilling trust: Gaining the confidence and trust of others through honesty, integrity and authenticity. This role especially requires a capacity to handle sensitive information of confidential nature

This is an opportunity for an initial contract of 2 months, with possible extensions afterwards.
Salary ranges between 4300EUR and 5,100EUR gross per month, depending on experience.