personal and team assistant (w/m)
Luxembourg Kirchberg
il y a 4j

job description

We are currently looking, for one of our clients, an European Institution, for a :

Personal and Team Assistant (W / M)

Your mission :

  • Plan, follow up and coordinate daily work (administrative tasks, handling of contacts, mails, etc.) that is confidential and sensitive to support the Heads of divisions and respective teams.
  • Manage and maintain business diaries.
  • Answer telephone calls, take appropriate action to ensure a professional and timely response is given to the caller.
  • Set up conference and video calls.
  • Prepare internal and external correspondence, edit and format documents and presentations.
  • Arrange internal and external meetings, including the coordination of appointments, room bookings, agendas, equipment and ensure relevant documents are available in advance of meetings.
  • Attend meetings and take minutes when required.
  • Scan and file documents properly.
  • Organise and manage relevant databases.
  • Make travel arrangements and claim the reimbursement of related expenses.
  • Support the Recruitment Officer in scheduling interviews for the teams.
  • Act as a back-up to the Personal Assistant to the Managing Director in case of absence.
  • Provide additional support as needed to Members of the Management Board.
  • Act as a liaison with internal and external contacts.
  • Your profile :

  • Perfect fluency in English is required, additional languages would be an asset.
  • At least 3 years of experience in a similar position, ideally acquired in a multinational environment.
  • Some experience in the public sector would be an asset.
  • Ideally educated to bachelor degree level.
  • Complete mastery of Outlook and MS-Office products including Word, Excel and PowerPoint.
  • Strong commitment to providing high-quality work while demonstrating flexibility, availability, and ability to prioritise.
  • Positive and can-do attitude.
  • Excellent interpersonal and communication skills. Ability to interact with tact and diplomacy at all levels.
  • Demonstrated ability to work quickly and accurately in a fast-paced environment.
  • Strong sense of confidentiality and discretion.
  • Interested? Do not hesitate to apply!

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