Chief Executive / Deputy Chief Executive - Administrative Assistant

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

Chief Executive / Deputy Chief Executive - Administrative Assistant

Job Description :

• Create and process requisitions / purchase orders / receipts for conference attendance, business meals, other relevant expenses;
• Prepare travel authorisation (TA) requests as well as the expense reports (ER) before approval and provide recommendations and guidance to RO staff on administrative procurement and budget processes and procedure
• Execute administrative tasks of RO budget, including monitoring of expenditures and reporting, payment of invoices and their correct imputation, etc.Organising business trips and preparing the relevant expense reports
• Provide assistance in the preparation of budget and procurement documentation such as contracts, OCCO clearances, AFE, etc.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
• Perform standardized and pre-formatted data extraction, data analysis, data consistency checks and report formatting
• 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
• Follow up on internal documentation throughout the approval process.

Candidate Profile :