Manpower is recruiting for one of its clients in Luxembourg, a European Institution :
Administrative / Executive Assistant (M / W)
Your role :
As Executive Assistant, you will assist the Director in the daily activities and act as interface between the Director and the staff as well as other parties and / or outside representatives, to ensure effective two-way communication of relevant information.
Your tasks :
Managing telephone coverage, mail / document distribution, diary scheduling and coordinating the preparation and logistical planning for various events (e.
g. conferences, negotiations, missions, meetings, travels, appointments, etc.);
Managing incoming correspondence and filter incoming inquiries (phone calls and emails) according to the Director's specific needs;
Monitoring sensitive and confidential topics (e.g. department’s administrative and training budgets follow up; preparation and compilation of statistics;
support on staff-related issues such as recruitments and internal transfers);
Supervising other secretaries, defining their priorities and providing guidance in the execution of their tasks;
When required, coordinate back up of Administrative Assistants during their absence to guarantee continuous business support;
Supervising the accurate preparation, finalization and distribution of various documents (letters, notes, reports, minutes, graphs and presentation);
Ensuring accuracy of all documents produced within the department in terms of language (both English and French), grammar and content applying effective proofreading;
Responding to enquiries directed to the department and ensure allocation of enquiry to the appropriate individual to resolve the issue;
Ensuring maintenance of current distribution lists for the divisions and / or the Department, distribute documents for the teams;
Supervise effective and accurate filing and data management of all electronic and hard copy files, documents, data and other information for own organizational unit.
Your profile :
Secondary level education completed with a 2-year certification in a relevant field.
At least 3 years’ experience as an Executive, or Management or Administrative Assistant
Strong IT skills (standard Office tools). Knowledge of PeopleSoft would be an advantage.
Excellent knowledge of English, French both in writing and speaking. Knowledge of another European language would be an advantage (Italian, Spanish, German).
Ability to prioritize and to work with tight deadlines.
Having excellent interpersonal skills, you can work independently as well as within a team.
You are rigorous with attention to detail, with sense of initiative and problem-solving approach.
Our client offers :
An international organization
A dynamic working environment
Interested in joining a European Institution? Please apply on line.
Your application will be treated with the strictest confidentiality.