General Secretariat – Operational Assistant (H/F/X)

General Secretariat – Operational Assistant (H/F/X)

• Location: LUXEMBOURG
• Type: Temporary
• Job #13447

Manpower is recruiting an  Operational Assistantt (M/F/X) to join one of its clients, a leading European institution based in Luxembourg.
Job Description:

• Executive & Operational Support

• Provide executive assistance to senior management and committee members

• Manage complex calendars, coordinate appointments, and resolve scheduling conflicts

• Organise virtual, hybrid, and in-person meetings, ensuring logistics, document preparation, and follow-up

• Handle travel arrangements, reimbursements, and administrative allowances

• Prepare the structure of meeting minutes, circulate drafts, collect comments, and ensure timely approval and filing

• Administrative Coordination

• Manage shared inboxes and prioritise incoming correspondence

• Maintain and update internal databases; ensure efficient electronic filing (GED)

• Prepare meeting agendas, templates, notes, and ensure timely publication on internal portals

• Handle confidential information and prepare non-routine correspondence

• Perform quality checks on documents and support the maintenance of documentation repositories

• Process & Monitoring

• Ensure compliance with internal procedures and deadlines for document submission

• Monitor progress on work programmes and follow up on action points

• Support the administration of framework agreements, including invoicing and documentation

• Conduct regular checks to ensure alignment with internal control and governance standards

• Stakeholder Engagement

• Act as liaison between the governance teams and internal services

• Serve as a key point of contact for internal and external stakeholders

• Promote procedural compliance and deadlines across departments, even without formal authority

• Work Programme Delivery

• Contribute to the timely preparation of annual governance reports and other deliverables

• Provide ad-hoc administrative support to ensure smooth daily operations

Candidate Profile:

 Profile & Skills

• Secondary education completed with a 2-year certification in secretarial studies or business administration

• Minimum 5 years of relevant experience in administrative or executive support roles

• Strong service orientation and ability to manage complex workflows

• Excellent command of English (spoken and written)

• Proficiency with MS Office (Excel, Word, PowerPoint), GED, SharePoint, and PeopleSoft Financials

•  Competencies

• Achievement Drive – Strong focus on delivering high-quality results

• Change Orientation – Adaptable and flexible in dynamic environments

• Collaboration – Excellent team player with strong interpersonal skills

• Organisational Commitment – Acts with integrity and aligns with institutional values

What Client Offers:

Interested in joining a European Institution ? Apply now !