Administrative & Executive Assistant (M/W/D) 1-year contract


Administrative & Executive Assistant (M/W/D) 1-year contract

  • Location: Kirchberg
  • Type: Temporary
  • Job #7816

Manpower is recruiting for one of its clients in Luxembourg, a European Institution :

Administrative & Executive Assistant (M/W/D)
1-year contract

As Executive Assistant, you will assist the Director in the daily activities and act as interface between the Director and the staff as well as other parties and/or outside representatives, to ensure effective two-way communication of relevant information.

Job Description:

·        Managing telephone coverage, mail/document distribution, diary scheduling and coordinating the preparation and logistical planning for various events (e.g. conferences, negotiations, missions, meetings, travels, appointments, etc.);

·        Managing incoming correspondence and filter incoming inquiries (phone calls and emails) according to the Director's specific needs;

·        Monitoring sensitive and confidential topics (e.g. department’s administrative and training budgets follow up; preparation and compilation of statistics; support on staff-related issues such as recruitments and internal transfers);

·        Supervising other secretaries, defining their priorities and providing guidance in the execution of their tasks;

·        When required, coordinate back up of Administrative Assistants during their absence to guarantee continuous business support;

·        Supervising the accurate preparation, finalization and distribution of various documents (letters, notes, reports, minutes, graphs and presentation);

·        Ensuring accuracy of all documents produced within the department in terms of language (both English and French), grammar and content applying effective proofreading;

·        Responding to enquiries directed to the department and ensure allocation of enquiry to the appropriate individual to resolve the issue;

·        Ensuring maintenance of current distribution lists for the divisions and/or the Department, distribute documents for the teams;

·        Supervise effective and accurate filing and data management of all electronic and hard copy files, documents, data and other information for own organizational unit.

Candidate Profile:
·        Secondary level education completed with a 2-year certification in a relevant field.
·        3 years’ experience as an Executive, or Management or Administrative Assistant.
·        Strong IT skills, standard Office tools (as Office pack).
·        Fluent in English + Fluent in another European language (i.e French, German, Spanish, Italian…)
·        Ability to prioritize and to work with tight deadlines.
·        Having excellent interpersonal skills, you can work independently as well as within a team.
·        You are rigorous with attention to detail, with sense of initiative and problem-solving approach.

Interested in joining a European Institution? Please apply on line.
Your application will be treated with the strictest confidentiality.

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