General Secretariat - Administrative Assistant (M/F)

Company description

Sofitex Talent Recruitment
Fort d'une expérience de plus de 30 ans dans les Ressources Humaines, Sofitex est un réseau international de Travail Temporaire et de Placement en CDI. Sofitex fonde sa dynamique et son succès sur le professionnalisme de ses équipes, sa forte réactivité et sa proximité.

Job description

For one of our clients, a European Institution located in Luxembourg Kirchberg, Sofitex Talent is currently looking for a :

General Secretariat - Administrative Assistant (M/F)

The Administrative Assistant reports to the Head of Division and will work with all Division members (lawyers, assistant, paralegal), as well as other members of the Legal Department and interface with external contacts to support the Division's operations.

Responsibilities

•             Assist in the accurate preparation of original legal documents as well as in the finalisation, signing, and administration of contractual documentation;

•             Provide general secretarial support and administrative tasks to Equity Operations Division, including organisation of meetings and managing calendars;

•             Prepare draft correspondence on various topics, assist in the accurate preparation, finalisation and distribution of letters, notes and presentations;

•             Take care of the complex legal document management for equity transactions and mandates;

•             Ensure administrative support on all contractual documentation in collaboration with the Division's lawyers, including processing of originals, filing, follow-up with counterparts and internal clients;

•             Collect all necessary information to assist lawyers in the preparation of new contracts and other documents;

•             Prepare, organise and manage the electronic signature process of the legal documents;

•             Assist in the preparation of business trips and follow-up related expense-reports.

Required profile

•             Certified secondary-level education complemented with a 2-year certification in a relevant field (secretarial training or other);

•             At least three (3) years’ relevant professional experience (i.e. in similar or related tasks);

•             Prior experience acquired as secretary/administrative assistant in a law firm, corporate legal function, or any other legal environment, is a plus;

•             Good knowledge of the standard IT & office tools (particularly Word, Excel, PowerPoint, and Outlook), familiarity with Electronic Signature platforms (DocuSign and EUSign), Electronic Documents Management tools (M-Files);

•             Excellent knowledge of English (oral and written). Knowledge of any other European languages would be an advantage.

Competencies

•             Achievement Drive: continually keeps an eye on performance, focusing on improving it, showing drive and determination to meet short and long-term goals;

•             Change Orientation: Adapts to differences and changes in the environment; takes a flexible approach to reach outcomes;

•             Collaboration: Works cooperatively as part of a team; works collaboratively with peers across organisational boundaries based on a genuine interest in and an accurate understanding of others and their individual perspectives and concerns;

•             Organisational Commitment: Is willing to commit to an organisation whose mission is to support Europe and is open to diversity, and to align her/his own behaviour with the organisation’s needs and intrinsic values, acting with integrity in ways that promote the organisation’s mission, policies and rules.

This is an opportunity for an initial contract of 2 months, with possible extensions afterwards.

Salary ranges between 3,460€ and 5,300€ gross per month, depending on experience.