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Team Assistant (H / F / X)

Team Assistant (H / F / X)

Manpower Luxembourg S.A.Obersgegen, DE
Vor einem Tag
Stellenbeschreibung

Client Description :

MANPOWER Luxembourg SA is recruiting for one of his clients an European institution :

Job Description :

Team Assistant – interim / temporary

We are looking for a Team Assistant (interim) who will assist the Member of the Management Board, Deputy Managing Director, Chief Risk Officer, and his Department (38 staff members) providing full coordination, secretarial and administrative support.

Description for External Candidates

The Team Assistant (interim) will assist the Member of the Management Board, Deputy Managing Director, Chief Risk Officer, and his Department (38 staff members) providing full coordination, secretarial and administrative support.

KEY ACCOUNTABILITIES

The Team Assistant (interim) will plan, follow up and coordinate daily work of the Department related to coordination, secretarial and administrative support. More specifically, s / he will :

  • Arrange internal and external meetings, including the coordination of appointments, room and equipment bookings, updating agendas, and ensuring relevant documents are available in advance of meetings;

Handling the calendar of the Member of the Management Board, Deputy Managing Director, Chief Risk Officer and ensuring proper scheduling of meetings.

  • Make travel arrangements and claim the reimbursement of related expenses;
  • Manage incoming calls, emails and post mail, and take appropriate action to ensure a professional and timely response is given;
  • Set up conference / video calls;

    • Ensuring the organisation and follow-up of all the briefings of the Internal Risk Committee,

  • Ensuring the internal coordination related to the ESM governing bodies for the Department;
  • Prepare internal and external correspondence, edit and format documents and presentations;
  • Prepare and present documents for signature, ensure follow-up of documents after signature;
  • Act as back up to other Personal Assistants / Team Assistants when needed;
  • Support HR in arranging interviews during recruitment processes when needed;

    • Internal Use

  • Manage invoices in Oracle software as needed;

    • Store and manage documents on the internal document management system (SharePoint) and keep databases up-to-date.

    Candidate Profile :

    BACKGROUND & EXPERIENCE

    Ideally educated to bachelor degree level

    At least 5 years of experience in a similar position, ideally acquired in a multinational environment

    Complete mastery of Outlook and MS-Office Suite (Outlook, Word, Excel and PowerPoint)

    Some experience in the public sector would be an asset

    Knowledge of SharePoint and Oracle Fusion would be an asset

    Excellent oral and written English skills; any additional language would be an asset.

    KEY COMPETENCIES

    Good organisational skills

    Strong sense of confidentiality and discretion

    Communication and interpersonal skills

    Team work and collaboration oriented

    Resilience, flexibility and adaptability to changes

    Inclusive and respectful of diversity

    What Client Offers :

    Expected start date : as soon as possible

    Duration : 7 months

    Employment grade : Support Staff / Senior Support