Administrative Assistant

About the SnT...

SnT is a leading international research and innovation centre in secure, reliable and trustworthy ICT systems and services. We play an instrumental role in Luxembourg by fueling innovation through research partnerships with industry, boosting R&D investments leading to economic growth, and attracting highly qualified talent.

We're looking for people driven by excellence, excited about innovation, and looking to make a difference. If this sounds like you, you've come to the right place!

Your Role...

Within the current SnT Administrative Assistants Team, provide assistance and support to research groups within SnT, such as

• Take charge of administrative tasks for the research groups and/or for the Centre (e.g. Check and validate declaration of expenses, follow up invoices, purchase orders, travel requests, registration payments etc.)
• Provide dedicated assistance to a professor, head of a research group, with a predefined list of administrative tasks
• Contact with central services of the University (e.g. Finance and Accounting, IT, Infrastructures and Logistics)
• Organise meetings and events for research group related activities
• Organise the administration around PhD and MSc candidates (organize the meetings of the thesis supervision committees, follow-up of relevant reports and minutes, administrative organization of the thesis defenses, in coordination with the Student Department and the Office of Doctoral Studies)
• Produce accurate and timely correspondence, reports and presentations, as necessary
• Coordinate with SnT Administrative Assistants Team for office material
• Maintain complete and accurate records

Your Profile...

• Degree in Higher Education or high school degree and equivalent experience
• 2-4 years of relevant working experience, preferably in providing administrative support in large-scale companies / organizations.
• Previous work experience in public institutions is a strong asset
• Previous experience with managing travel coordination and providing support to event management is an asset
• Previous work experience in a financial institution is an asset
• Fluency in English.
• French, German and /or Luxembourgish would be considered as an asset
• High level of competency in Microsoft Word, Excel, PowerPoint, OneDrive, as well as in the new communication tools such as Microsoft Teams and Webex events/meetings.
• Excellent organizational skills with attention to detail and accuracy
• Reliable, intuitive and proactive
• Flexible, creative and "can do" attitude
• Able to work under pressure and set priorities
• Service-oriented with high team spirit, able to work autonomously

Here's what awaits you at SnT...

• Exciting infrastructures and unique labs. At SnT's two campuses, our researchers can take a walk on the moon at the LunaLab, build a nanosatellite, or help make autonomous vehicles even better
• The right place for IMPACT. SnT researchers engage in demand-driven projects. Through our Partnership Programme, we work on projects with more than 55 industry partners
• Be part of a multicultural family. At SnT we have more than 60 nationalities. Throughout the year, we organise team-building events, networking activities and more

Find out more about us!

How to apply...

Applications should include:

• Curriculum Vitae
• Cover letter

All qualified individuals are encouraged to apply.

Early application is highly encouraged, as the applications will be processed upon reception. Please apply ONLINE formally through the HR system. Applications by Email will not be considered.

The University of Luxembourg embraces inclusion and diversity as key values. We are fully committed to removing any discriminatory barrier related to gender, and not only, in recruitment and career progression of our staff.

General information:

• Contract Type: Permanent
• Work Hours: Full Time 40.0 Hours per Week
• Location: Kirchberg
• Job Reference: UOL06484