Chief Executive/Deputy Chief Executive – Administrative Assistant
Manpower is recruiting for one of its clients in Luxembourg, a European Institution:
Chief Executive/Deputy Chief Executive – Administrative Assistant
Job Description:
- Create and process requisitions/purchase orders/receipts for conference attendance, business meals, other relevant expenses;
- Prepare travel authorisation (TA) requests as well as the expense reports (ER) before approval and provide recommendations and guidance to RO staff on administrative procurement and budget processes and procedure
- Execute administrative tasks of RO budget, including monitoring of expenditures and reporting, payment of invoices and their correct imputation, etc.Organising business trips and preparing the relevant expense reports
- Provide assistance in the preparation of budget and procurement documentation such as contracts, OCCO clearances, AFE, etc.Preparing presentations, due diligence dossiers and letters to external counterparts
- Preparing, distributing and following up reports and notes, incl. overview tables and quarterly reports when needed
- Perform standardized and pre-formatted data extraction, data analysis, data consistency checks and report formatting
- Organise team meetings, take & dispatch meeting minutes
- Drafting routine correspondence and edit materials
- Undertake related electronic (using the internal data storage system) and paper filing
- Communicate efficiently (face-to-face, phone, email) with the team members but also with internal as well as external clients; cooperate with the other teams’ assistants and other interfaces
- Follow up on internal documentation throughout the approval process.
Candidate Profile:
- Certified secondary level education
- Any additional certifications indicating specialisation would be an advantage
- At least 3 years of relevant administrative experience in a financial, compliance and legal or audit environment and understanding of financial, compliance and legal documentation
- Excellent organisational skills;
- ?Excellent prioritisation skills
- Excellent team spirit and interpersonal skills;
- Excellent verbal and written communication
- Strong sense of responsibility and initiative;
- Sound judgement, specifically in handling sensitive, confidential, and strictly confidential information;
- Ability to work reliably and accurately under pressure
- Strong personal commitment.
