Personal assistant

About us

The University of Luxembourg is an international research university with a distinctly multilingual and interdisciplinary character.

Created in 2003, it strives today to meet tomorrow's major societal challenges, by nurturing an interdisciplinary approach and international outlook, investing in scientific quality and innovation, as well as offering personalised and multilingual teaching. The institution places particular emphasis on research with impact. To achieve this goal, its research priorities focus on digital transformation, medicine and health, as well as sustainable and societal development.
The University invests in its knowledge and technology transfer through an attractive intellectual property policy and numerous partnerships. 7,500 students are enrolled at Uni.lu, of which 1,000 are doctoral candidates. With 300 professors, students have privileged access to world-renowned expertise.
Times Higher Education ranks Uni.lu 20th in the Young University Ranking 2024 and among the top 250 universities in the world.

Your role

Provide proactive and high-level office management and ensure a well-organised day-to-day functioning for the Vice-Rector for Academic and Student Affairs.

• Build and maintain a relationship built on trust, to enable management to operate effectively and efficiently. Able to anticipate or recognise issues and refer them immediately to the right person for resolution
• Ensure the confidential handling of sensitive documents and information and its adequate follow-up
• Ensure administrative activities such as reporting, presentations and budget follow-up
• Compose, check, and send out internal and external communication on behalf of the vice-rector. Ensure follow-up of communication and sort out daily all correspondences (mails, emails, notices, memos, …) segregating them by importance, and prioritising them before handing them over with highlights on issues
• Agenda management
• Organise, prepare, and follow up on internal and external meetings conferences and other events
• Organise and follow up on ad hoc activities to ensure timely completion and proper execution

Your profile

• Bachelor's degree or equivalent by work experience
• Several years' experience in administration/secretary's office; knowledge of a research environment is considered an asset
• Fluency in English and French (written and oral). A good understanding of German and/or Luxembourgish is a plus
• Excellent communication (including writing) and organisational skills with attention to detail and accuracy
• Proficiency with modern office software
• Positive and solution-oriented mindset
• Strong team player with excellent networking and coordination skills, able to work in an international, multidisciplinary, and multicultural environment

We offer

• Multilingual and international character. Modern institution with a personal atmosphere. Staff coming from 90 countries. Member of the "University of the Greater Region" (UniGR)
• A modern and dynamic university. High-quality equipment. Close ties to the business world and to the Luxembourg labour market. A unique urban site with excellent infrastructure
• A partner for society and industry. Cooperation with European institutions, innovative companies, the Financial Centre and with numerous non-academic partners such as ministries, local governments, associations, NGOs …

How to apply

Applications should include:

• Curriculum Vitae
• Cover letter

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.

All qualified individuals are encouraged to apply. In line with our values, the University of Luxembourg promotes an inclusive culture. We encourage applications from individuals of all backgrounds and are dedicated to upholding equality and respect for our employees and students.

General information:

• Contract Type: Permanent
• Work Hours: 40.0 Hours per Week
• Location: Campus Belval
• Internal Title: Personal assistant
• Job Reference: UOL06810

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