operational assistant
Randstad
Luxembourg Kirchberg
il y a 23h

1112-1

For one of our client, a European Institution, we are looking for an Operational Assistant (m / f)

Purpose

The Senior / Executive Assistant provides administrative assistance to the Communication Department; assists in the day-

to-day coordination of the Department's workflow, ensures the quality of documents issued, of processes, etc. to support the Department's operations.

Operating network

  • Reports to the Head of Department and works in close cooperation with the Heads of Division and staff of the Department;
  • interfaces with other departments in SG, other directorates and multiple external contacts

    Accountabilities

  • Draft / finalise correspondence on request. Assist the in all administrative tasks : schedule of meetings and appointments;
  • screen and distribute incoming documents and correspondence, prepare responses and / or ensure appropriate follow-up, distribute and circulate information within the Department

  • Organise internal and external contacts and follow-up and coordinate the maintenance of a contact address system accessible for the Department
  • Follow up MC and Board agendas and related communication actions; prepare documents requiring Director's approval and / or signature;
  • monitor that deadlines are met and internal procedures are followed, liaise with other internal services and MC members

  • Coordinate the secretariat team of the Department and maintain a good team spirit among Department support staff
  • Provide guidance to Department staff on administrative / operational procedures; identify improvements and developments of existing methods and processes;
  • organise and update the filing system, both electronic and paper

  • Support and monitor procurement process for external COM consultants
  • Qualifications

  • Secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration) or secondary level education with equally qualified experience in a relevant field.
  • At least 5 years of relevant professional experience
  • Excellent knowledge of written and spoken English and a good command of French. Knowledge of other EU languages would be an advantage
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