General Secretariat – Executive Assistant (H/F/X)
Client Description:
Manpower Luxembourg is seeking a senior executive and operational assistant for one of its clients. You will provide a full range of administrative and executive assistant tasks with a view to contributing to the efficiency and performance.
Job Description:
Executive and Operational Support:
– Provide executive assistance to Audit Committee (AC) members, the Head of Division, and the Head of Unit.
– Manage agendas for the AC and its Chair, coordinate appointments, and resolve scheduling conflicts.
– Organise AC and ECA Unit meetings (virtual, hybrid, and in-person), including logistical arrangements, document preparation, and follow-up.
– Handle travel arrangements, reimbursements, and emoluments for AC members.
– Prepare the structure for AC meeting minutes and circulate drafts for comments; ensure timely approval and filing in GED.
Administrative Coordination:
– Manage the shared email inbox and incoming correspondence, filtering and prioritising enquiries.
– Maintain and update databases; ensure efficient electronic filing of all AC documents and support data quality initiatives.
– Prepare and distribute meeting agendas, templates, and notes; ensure the AC portal is updated and used effectively for agenda and document management.
– Handle and process confidential information and prepare non-routine correspondence.
– Perform quality control of secretarial work and support the development and maintenance of the AC document repository.
Process and Monitoring:
– Ensure compliance with AC procedures and deadlines for document submission by all services.
– Monitor the timely execution of tasks under the AC and ECA Unit work programmes.
– Perform regular controls and follow-up on action points from AC meetings.
– Support the management of the external auditor framework agreement, including invoicing and engagement letters.
Stakeholder Engagement:
– Act as a liaison between the AC, Secretariat, ECA Unit, and services to ensure effective two-way communication.
– Serve as a primary point of contact for internal and external stakeholders, handling diverse telephone and email enquiries.
– Influence internal stakeholders to meet procedural requirements and deadlines, even without formal authority.
Work Programme Delivery:
– Contribute to the timely delivery of key outputs, including the Annual AC Report and other deliverables of the AC Secretariat and ECA Unit.
– Undertake specific administrative and ad hoc tasks across the teams as required to support smooth daily operations.
Candidate Profile:
• Certified secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration);
• Minimum of 5 years of relevant professional experience, preferably in an administrative or executive support role;
• Strong service and customer orientation;
• Relevant professional experience, of which some acquired in an administrative environment;
• Excellent knowledge of advanced functions of the Bank’s standard office tools (notably Excel and Word and Power Point) and good knowledge of the Bank’s document management system (GED), SharePoint, and PeopleSoft Financials;
• Excellent command of written and oral English.
What Client Offers:
- Initial contract of 2 months, with the possibility of extension up to 1 year
- Hybrid working model: remote work allowed
- 41 days of leave per year, including public holidays
- A gross hourly wage ranging from €25.08 to €29,58, depending on your professional experience
