Junior Administrative Assistant

il y a 4 semaines

Luxembourg SOFITEX Temps plein

For one of our clients, a European Institution located in Luxembourg Kirchberg, Sofitex Talent is currently looking for a : Chief Executive/Deputy Chief Executive - Junior Administrative Assistant (M/F) The (Senior) Administrative Assistant reports to a Head of Division and/or the Head of Unit, supports the smooth running of activities by providing secretarial and administrative assistance to the Head of Division and/or the Head of Unit and is the back-up of the other Administrative Assistants of the Department. Operating network S/he will provide assistance to the team members as well as act as back-up of the other teams’ assistants in their absence. Responsibilities The successful candidate will perform general secretarial duties and administrative tasks. S/he will have the following responsibilities: • Organising meetings in Luxembourg with external counterparts; • Organising business trips and preparing the relevant expense reports; • 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; • 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; • Create and process requisitions/purchase orders/receipts for conference attendance, business meals, other relevant expenses; • Follow up on internal documentation throughout the approval process; • Produce and process counterparty consultation letters as required by the organisation procedures.

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