Administrative Assistant (M/F/X)
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 :
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Assist in scheduling and organizing meetings with internal and external stakeholders (up to 200 participants), in physical, hybrid, and virtual formats (Teams, Webex).
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Coordinate meeting rooms, catering services, and virtual meeting setups.
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Confirm attendance and ensure participants are informed of schedules and locations.
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Prepare meeting rooms (seating plans, name tags, equipment, laptops, videoconferencing tools).
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Organize catering, taking into account dietary requirements.
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Facilitate access to premises (security lists, badges).
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Ensure meetings are “ready to start” on time and according to agreed standards.
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Provide on-site protocol support: welcome participants, answer practical requests, guide visitors, arrange taxis, print documents, etc.
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Draft and send invitations, save-the-date emails, reminders, and follow-ups.
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Maintain attendance lists and records of participants.
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Act as the main contact point for all logistical matters.
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Archive emails and documents accurately in dedicated systems.
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Report and follow up on meeting logistics with the officer/manager in charge.
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Provide administrative back-up to colleagues to ensure continuous business support.
Your profile :
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Strong organizational and planning skills with excellent attention to detail.
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Comfortable managing multiple tasks simultaneously in a fast-paced environment.
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Excellent communication and interpersonal skills.
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Service-oriented mindset with a professional and proactive attitude.
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Ability to work both independently and within a team of assistants.
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Good command of standard office and collaboration tools (email, calendars, virtual meeting platforms).
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Reliable, flexible, and able to adapt to changing priorities.
Interested in this opportunity ? Apply now !
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