Administrative Assistant (M/W/X)

Manpower is recruiting for one of its clients in Luxembourg, a European Institution :

Assistant Administrative (M / W / X)

Job Description : (Senior) Administrative Assistant

The (Senior) Administrative Assistant reports to a Head of Division and / or the Head of Unit, supports the smooth running of activities by providing secretarial and administrative assistance to the Head of Division and / or the Head of Unit and is the back-up of the other Administrative Assistants of the Department.

Operating network S / he will provide assistance to the team members as well as act as back-up of the other teams’ assistants in their absence.

Responsibilities

The successful candidate will perform general secretarial duties and administrative tasks. S / he will have the following responsibilities :

• Organising meetings in Luxembourg with external counterparts;
• Organising business trips and preparing the relevant expense reports;
• Preparing presentations, due diligence dossiers and letters to external counterparts;
• Preparing, distributing and following up reports and notes, incl. overview tables and quarterly reports when needed;
• Organise team meetings, take & dispatch meeting minutes;
• Drafting routine correspondence and edit materials;
• Undertake related electronic (using the internal data storage system) and paper filing;
• Communicate efficiently (face-to-face, phone, email) with the team members but also with internal as well as external clients;
• cooperate with the other teams ’ assistants and other interfaces;
• Create and process requisitions / purchase orders / receipts for conference attendance, business meals, other relevant expenses;
• Follow up on internal documentation throughout the approval process;
• Produce and process counterparty consultation letters as required by the organisation procedures.

Qualifications :

• Certified secondary level education;
• Any additional certifications indicating specialisation would be an advantage;
• Excellent knowledge of standard computer tools and MS Office tools (particularly Excel and PowerPoint);
• Excellent written and spoken German and English; knowledge of French and / or other EU languages would be an advantage.

Personal Qualities :

• Excellent organisational skills;
• Excellent prioritisation skills;
• Excellent team spirit and interpersonal skills;
• Excellent verbal and written communication;
• Strong sense of responsibility and initiative;
• Ability to work reliably and accurately under pressure;
• Strong personal commitment

Interested in joining a European Institution? Please apply on line.

Your application will be treated with the strictest confidentiality.