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Administrative assistant M / F

Administrative assistant M / F

Hays LuxembourgBiesdorf, DE
Vor 12 Tagen
Stellenbeschreibung

Our client, a European institution, is looking for an Administrative Assistant who speaks English and French fluently. This is a temporary contract.

Responsibilities :

  • Provide support to the overall organisation of events (conferences, seminars, public speaking engagements, etc.) in order to ensure smooth running.
  • Provide support to the Visitors Group service, including welcoming Visitors Groups.
  • Handle logistic issues and undertake relevant administration work.
  • Liaise with and coordinate the work of the Protocol meeting hostesses.
  • Create and maintain lists of participants, send invitations and collect registrations, send confirmation emails.
  • Book travel arrangements for conference speakers with the company's corporate travel agency.
  • Research and contact different venues for events, hotels, restaurants, service providers, obtain quotes for comparison and decision by a senior colleague.
  • Support with event logistics : printing badges, nameplates, signs.
  • Support during events taking place in the company's campus (welcome, registration, set up, branding of venue, etc.)
  • Help with preparing missions (mission suitcase : stationary bag, signature accessories, registration accessories, etc.)
  • Prepare statistics, minutes, archive files electronically.
  • Help for the creation of events in the event management software.
  • Coordinating division meeting, including taking minutes.
  • Ensuring filing in GED for each event.
  • Provide support to the team on a daily basis.

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, event management);
  • At least 3 years of relevant professional experience as an Administrative, Executive or event assistant.
  • 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.