Administrative/Executive Assistant (M/W) for a European Institution
Manpower Luxembourg S.A.
Luxembourg, Luxembourg
il y a 5j
source : Moovijob

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.

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