Executive Assistant

il y a 2 semaines

Luxembourg, Luxembourg SOFITEX Temps plein
de l'entreprise

Sofitex Talent Recruitment

Fort d'une expérience de plus de 30 ans dans les Ressources Humaines, Sofitex est un réseau international de Travail Temporaire et de Placement en CDI.

Sofitex fonde sa dynamique et son succès sur le professionnalisme de ses équipes, sa forte réactivité et sa proximité.

Description de l'offre

For one of our clients, a European institution located in Luxembourg Kirchberg, Sofitex Talent is currently looking for a

Senior Executive Assistant (M/F)


The (Senior) Executive Assistant will report to the Head of Department and works in close cooperation with the Heads of Division.

He/she will also communicate with the offices of MC members, other Directorates and external contacts.

Accountabilities

:

  • Distribute and circulate information within the Department in order to assist the Department Head in the performance of her duties and keep Departmental staff informed.
  • Be responsible for scheduling of meetings and appointments on behalf of the Department Head. Monitor followup of management decisions. Interface with internal and external contacts.
  • Draft/finalise correspondence, meeting notes and other communications.
  • Prepare documents requiring Director's approval and/or signature; monitor that deadlines are met and internal procedures are followed, liaise with other internal services and MC members.
  • Review for quality of presentation reports, correspondence and communications coming from the Department.
  • Coordinate with the secretariat teams of the Department and contribute to maintaining a good team spirit within these teams.
  • Provide guidance to Department staff on administrative/operational procedures; identify improvements and developments of existing methods and processes; organise and update the Director's filing system both electronic and paper.
  • Follow up on approval processes for the Department and extract from Serapis reports on delivery on business objectives and others.
  • Contribute to the preparation of the Department's budget and to its follow up in coordination with the Budget Officer.
  • Coordinate in collaboration with GLO Personnel correspondent on a range of confidential/personnel issues, including internal/external recruitment
  • Office planning: organisation of the office space and staff movement
  • Ensure that office facilities are working and immediately maintained in case of issues
  • Greeting visitors
  • Coordinates appropriate materials for meetings, appointments and presentations. Follow processes and procedures and be able to give guidance to managers and groups they support
  • Provides backup support to other teams
Profil recherché

  • Secondary level education, complemented with a 2year certification in a relevant field (e.g. secretarial studies, business administration etc) or secondary level education with equally qualified experience in a relevant field
-
Minimum 5 years of relevant professional experience

:

-
Excellent knowledge of written and spoken English. Working knowledge of French would be an advantage.

:

  • Excellent knowledge of standard computer tools, particularly MS Office Tools (Word, Excel, Powerpoint)
  • Knowledge of other EU languages would be an advantage.

This is an opportunity for a long-term temporary contract (2-month initial contract + several extensions)

Salary

:

4250€ (level 2) or 5000€ (level 3), depending on years of experience

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