Executive assistant Jobs in Rehlingen-Siersburg

Manpower Luxembourg is recruiting for a European Institution based in Kirchberg , a :

Personnel - Administrative Assistant

Job Description :

The Role :  To execute administrative and coordination duties in relation to the handling of internal HR procedures (administrative review procedures, Dignity at Work procedures, and disciplinary procedures).

Operating Network :  The Operational Assistant reports to the Head of Division and works directly with the legal experts responsible for internal HR procedures.

Accountabilities :

Run the secretariat of all internal HR procedures handled by the Division, including :

Managing the Administrative Review mailbox (organizing it, maintaining it, following up on the emails received, and assisting the legal experts in sending adequate replies).

Filling in the tables tracking the various procedures and ensuring that they are kept up to date.

Assisting the legal experts responsible for internal HR procedures with the preparation of the legal documents in relation to the procedures.

Prepare documents, take photocopies, and handle various administrative requests in line with the Division's operational needs and in compliance with procedures.

Maintain proper record / documentation and data quality (e.g., preparation and filing of documents related to the HR internal procedures manually and electronically, maintenance of databases) subject to the highest degree of confidentiality.

Coordinate the reporting process for the Division : send reminders / requests to collect data, follow up on timely reception, centralize responses ensuring completeness of information.

Cooperate with the other assistants in the Directorate and provide back-up as necessary.

Any other administrative tasks as needed.

Candidate Profile : Qualifications :

Secondary level education, complemented with a 2-year certification in a relevant field (accounting, legal, business administration) or secondary level education with equally qualified experience in a relevant field.

At least 3 years of relevant experience within an HR / legal administrative function handling confidential and legal matters.

Ability to maintain and ensure respect for confidentiality is mandatory.

Excellent knowledge of the Bank’s standard computer tools, particularly GED and MS Office tools (Word, Excel, PowerPoint).

Excellent command of English and French. Knowledge of other European Union languages would be an advantage.

Competencies :

Achievement drive : Focus on performance, consistently aiming to improve, with the determination to meet both short and long-term goals.

Change orientation : Adapt flexibly to changing environments and approaches to achieve results.

Collaboration : Work well within teams and engage constructively with colleagues across the organization, understanding and valuing different perspectives.

Organizational commitment : Willing to commit to an organization whose mission is to support Europe and is open to diversity, aligning actions with the Bank’s values and promoting integrity in support of our mission and principles.

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