Administrative Assistant (M/F/X)
Manpower is recruiting a Senior Administrative Assistant for one of its institutional clients operating in the financial sector, based in Luxembourg, as part of a temporary assignment.
Your missions:
- Ensure the administrative coordination of the division’s activities
- Organize meetings, appointments and business trips
- Prepare briefing notes for meetings and missions
- Finalize, distribute and archive documents and reports prepared by the division staff
- Maintain up-to-date statistics and work plans and ensure compliance with internal procedures
- Coordinate and send correspondence related to legacy mandates to Member States and other mandators
- Maintain and update the contact lists of mandators
- Organize and coordinate external guests and visits in liaison with the Protocol service (access to premises, room bookings, etc.)
- Manage and coordinate tasks related to the Notes system (creation, updates, preparation of properties, calendar follow-up, distribution, preparation of Tirage Finale, etc.)
- Organize events and manage general administrative tasks for the division (shared calendar updates, GED management, distribution lists, preparation of documents for signature, etc.)
- Ensure data quality in Serapis in coordination with Loan Officers
- Proactively plan documents to be submitted to the Management Committee and the Board
- Run Business Objects queries to perform regular high-level data controls
- Draft and finalize correspondence, meeting minutes, letters and other communications
- Prepare and distribute MC Notes
- Create and process invoices
- Interface with internal and external stakeholders
- Provide guidance to the team on administrative and operational procedures and contribute to process improvements
- Ensure an efficient electronic and paper filing system for easy retrieval of documents
- Produce the weekly team email
- Prepare missions and expense reports
Your profile:
- Secondary level education complemented by a 2-year certification in a relevant field (economics, accounting, legal, business administration) or equivalent professional experience
- Minimum 3 years of relevant professional experience in administrative support
- Strong sense of responsibility and initiative with excellent organizational skills
- Ability to work accurately under pressure, meet deadlines and manage priorities with flexibility
- Excellent knowledge of standard IT tools, particularly MS Office (Word, Excel, PowerPoint); knowledge of Business Objects is an asset
- Excellent command of written and spoken English; knowledge of French, Spanish or Portuguese is an advantage; any other EU language is considered an asset
Please note that this assignment may be extended, in accordance with Luxembourgish law, for a maximum duration of one year.
Interested in this opportunity? Apply now!
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