Administrative Assistant (M/F/X)

Administrative Assistant (M/F/X)

• Location: Hesperange
• Type: Temporary
• Job #13789

Manpower is looking for an Administrative Assistant for a client specialized in European institutional activities, located in Luxembourg.

This role is ideal for someone highly organized, detail-oriented, and comfortable working in a dynamic environment with a strong operational and coordination focus. You will support the preparation, organization, and smooth execution of high-level meetings and events, ensuring all logistical aspects are managed with professionalism and autonomy.

Your missions :

• Assist in scheduling and organizing meetings with internal and external stakeholders (up to 200 participants), in physical, hybrid, and virtual formats (Teams, Webex).

• Coordinate meeting rooms, catering services, and virtual meeting setups.

• Confirm attendance and ensure participants are informed of schedules and locations.

• Prepare meeting rooms (seating plans, name tags, equipment, laptops, videoconferencing tools).

• Organize catering, taking into account dietary requirements.

• Facilitate access to premises (security lists, badges).

• Ensure meetings are “ready to start” on time and according to agreed standards.

• Provide on-site protocol support: welcome participants, answer practical requests, guide visitors, arrange taxis, print documents, etc.

• Draft and send invitations, save-the-date emails, reminders, and follow-ups.

• Maintain attendance lists and records of participants.

• Act as the main contact point for all logistical matters.

• Archive emails and documents accurately in dedicated systems.

• Report and follow up on meeting logistics with the officer/manager in charge.

• Provide administrative back-up to colleagues to ensure continuous business support.

Your profile : 

• Strong organizational and planning skills with excellent attention to detail.

• Comfortable managing multiple tasks simultaneously in a fast-paced environment.

• Excellent communication and interpersonal skills.

• Service-oriented mindset with a professional and proactive attitude.

• Ability to work both independently and within a team of assistants.

• Good command of standard office and collaboration tools (email, calendars, virtual meeting platforms).

• Reliable, flexible, and able to adapt to changing priorities.

Interested in this opportunity ? Apply now !