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Administrative assistant

Université du LuxembourgErnzen, DE

Vor 5 Tagen

Stellenbeschreibung

About the FSTM

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

The Faculty of Science, Technology and Medicine (FSTM) at the University of Luxembourg contributes multidisciplinary expertise in the fields of Mathematics, Physics, Engineering, Computer Science, Life Sciences and Medicine.

Through its dual mission of teaching and research, the FSTM seeks to generate and disseminate knowledge and train new generations of responsible citizens in order to better understand, explain and advance society and environment we live in.

Your role

As part of the assistant team of DoE, the candidate will provide high-level administrative support to professors and their research groups such as :

Communication and interaction with the university administration services
Coordinate and process purchase orders and expenditures declarations, follow up on invoices and reimbursement of expenses
Organisation of business trips (e.g. contact the travel agency, prepare travel authorizations and declarations of expenses, follow up on reimbursement procedures)
Organise internal and external appointments, meetings and events for research group related activities and for the Department (e.g. workshops, retreats, scientific conferences, PhD defences), and arrange facilities (e.g. location booking, ordering of and collaboration with internal or external services such as catering)
Update files, databases, website and other document types. Maintain complete and efficient records via electronic system
Administration of new recruitments (e.g. initiate HR requests / hosting agreement for visiting researchers requests / internship and student contract requests, support steps at arrival and leaving of employees)
Manage the office distribution of the department

Your profile

Higher Education degree in secretariat or high school degree and equivalent professional experience in a comparable role

3 to 5 years of hands-on administrative support experience

Fluency in English and German is essential, French would be an asset

Excellent written and verbal communication skills

Exceptional organisational and administrative skills

Ability to execute multiple tasks with high accuracy and achieve deadlines under pressure

Detail-oriented with good analytical and problem-solving skills

Tactful, and diplomatic team player

Proficient in Microsoft Outlook, Word, Excel

Reliable, intuitive and proactive

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 in English 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 : Full Time 40.0 Hours per Week

Location : Kirchberg Campus

Internal Title : Administrative assistant

Job Reference : UOL07135