Financial Operations – Administrative Assistant

Financial Operations – Administrative Assistant

• Location: LUXEMBOURG
• Type: Temporary
• Job #12023

Manpower Luxembourg is recruiting for a European Institution based in Kirchberg, a :

Job Description:

Purpose: The (Senior) Administrative Assistant will provide secretarial and administrative assistance to the staff of the division with the objective of contributing to the efficiency and performance of the team’s overall activity.

Operating Network: You will report to the Head of Division and will work with all its members, as well as interface with other Departments and Directorates in relation to the tasks of the Division.

Accountabilities:

• Handle the administrative coordination of the activity of the division.
• Organize meetings and appointments.
• Prepare briefing papers for meetings and business trips.
• Finalize, distribute, and file documents and reports prepared by the staff of the division.
• Keep statistics and work plan up to date; monitor that procedures are followed.
• Cooperate with the other Assistants and members of the Department; when appropriate, train new colleagues on Bank procedures and processes, contribute to a good working atmosphere within the Co-financing & Partnerships Division and the whole Department to facilitate the timely implementation of tasks, smooth flow of information, and achievement of objectives.
• Coordinate and send letters related to legacy mandates to different Member States and other mandators.
• Keep up to date the list of contacts across the EIB GLO mandators.
• Organize and coordinate external guests and visits with Protocol (access to premises, booking of rooms, etc.).
• Coordinate and support the team with the Notes system: create notes in the system, update and prepare properties, work on the calendar to be followed, support in terms of distribution, preparation of Tirage Finale, etc.
• Coordinate and perform a diverse set of administrative tasks for the division: organization of events, update of the shared calendar, GED management, update of distribution lists, preparation of documents for signature, etc.

Candidate Profile:

Qualifications:

• Secondary level education, complemented with a 2-year certification in a relevant field (economics, accounting, legal, business administration) or secondary level education with equally qualified experience in a relevant field.
• At least 3 years of relevant professional experience at senior support level, preferably in middle/back-office function.
• Strong sense of responsibility and initiative and good organizational skills.
• Ability to work accurately under pressure, to meet deadlines and priorities, work with flexibility and availability.
• Excellent knowledge of standard computer tools, particularly MS Office tools (Word, Excel, PowerPoint). Knowledge of Business Objects would be an advantage.
• Excellent knowledge of written and spoken English. Working knowledge of French would be an advantage. Working knowledge of other EU languages would be an advantage.

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