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)

Job Description: (Senior) Administrative Assistant Temporary position Purpose 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.

Required profile

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

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

Salary ranges between 3,123€ and 3,247€ gross per month, depending on experience.