Administrative assistant (50 %)

The University of Luxembourg is an international research university with a distinctly multilingual and interdisciplinary character. The University was founded in 2003 and counts more than 6,700 students and more than 2,000 employees from around the world. The University's faculties and interdisciplinary centres focus on research in the areas of Computer Science and ICT Security, Materials Science, European and International Law, Finance and Financial Innovation, Education, Contemporary and Digital History. In addition, the University focuses on cross-disciplinary research in the areas of Data Modelling and Simulation as well as Health and System Biomedicine. Times Higher Education ranks the University of Luxembourg #3 worldwide for its "international outlook," #20 in the Young University Ranking 2021 and among the top 250 universities worldwide.

The Faculty of Law, Economics and Finance offers three Bachelor programmes, four Master programmes of Management and Economics and six Masters of Laws (LL.M.), as well as several continuing education courses. It also includes the Doctoral School in Law and the Doctoral School in Economics and Finance. Around 2,500 students from 90 different nationalities are enrolled at the Faculty. Academic staff from 18 different nationalities teach at the Faculty, supported by practitioners from the field, visiting scholars and guest professors. Rooted in Luxembourg but with a European and international outlook, the Faculty counts three departments:

• Department of Law
• Department of Economics and Management (DEM)
• Department of Finance

Teaching and research benefit from the proximity of the European institutions, Luxembourg's world-class financial centre ranked second in the world in investment fund asset domicile, and its vibrant business community. Institutional and private sector partnerships, sponsored Chairs, and a growing network of international partner universities make the FDEF a vibrant academic hub within the University at the heart of Europe.

• Find out more about the FDEF
• Find out more about the University
• Addresses, maps & routes to the various sites of the University

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...

Provide proactive and high-level office management and ensure a well organised day-to-day functioning for Faculty of Law Economics and Finance. Build and maintain a relationship built on trust, in order to enable management to operate in an effective and efficient manner. Able to anticipate or recognize issues and refer them immediately to the right person for resolution.

• Provide day-to-day assistance and support to the Chair in Cyber Policy activities, ensuring administrative and organizational matters are carried out in a confidential and efficient manner
• Receive, prioritize, handle and forward incoming communication to the right person within the organization
• First contact point for visitors
• Organize and plan internal and external meetings, events and professional trips
• Prepare and contribute to internal reporting and presentations for the entity
• Coordinate purchase orders, follow up invoices and reimbursement of expenses
• Distributing, and administrating office supplies/marketing material/IT equipment/books/furniture etc.
• Support and/or manage activities related to the inventory process
• General secretarial tasks i.e., telephone, e-mails, correspondence, dispatching, filing and archiving

Qualifications...

• Bachelor/Secretarial degree and/or first experience in a comparable role
• Fluent in English, French and/or German
• Excellent communication skills
• Excellent organizational and prioritizing skills with attention to detail and accuracy
• High level competency of standard IT tools
• Proactive, reliable, open mindedness and diplomatic with the ability to work in a fast-paced international academic environment
• Ability to adapt to a multicultural and multilingual environment