Corporate Services

Il y a 5 mois

Luxembourg SOFITEX Temps plein

Description 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

**Corporate Services - Executive Assistant (M/F)**

This is an Executive Assistant position to back-up and work in close cooperation and supervision of the Executive Assistants in the directorate.

The tasks are:

- Provide assistance to the Director General and Department Heads including calendar management communicating with internal and external counterparties and acting as a delegate where appropriate in workflows and administrative processes
- Manage the DG & Department Heads' agenda efficiently so as to optimise time allocation, co-ordinate arrangements for appointments and resolve conflicting demands
- Organise and coordinate business trips/missions, including travel arrangements in PSFT, administrative preparation and follow-up as well as preparation of required documentation and information;
- Process external training requests by getting the approvals in the training form, initiating the vendor setup if needed, initiating contract setup if needed, requesting Procurement Opinion or Clearance (if needed), creation of requisitions in PSFT Financials. Liaise with the relevant teams and the vendor in relation to these tasks
- Assist the other Executive Assistants in the Directorate in the office-related logistics tasks: workspace management, implementing the new parking policy and taking care of the lockers data management in cooperation with Facility Management
- Initiate and follow up on operational workflows on behalf of the DG and Heads of Department, so as to ensure (i) proper implementation of decisions and (ii) respect of procedures and deadlines
- Identify and initiate improvements and developments of existing methods and processes
- Organise, update and maintain appropriate filing of electronic (notably in GED and MS Teams) and paper documentation, as well as ensure data quality, to enable easy access and retrieval
- Maintain relations with key external suppliers and contacts, and ensure effective communication and collaboration, this includes greeting clients and visitors as needed
- Liaise with other Executive Assistants, GCS Coordination concerning various issues (e.g. staffing, consultants, organisation, processes & procedures, budget, etc.) with the utmost discretion, especially when handling issues of confidential or sensitive nature
- Ensure back up of other Executive Assistants during their absence to guarantee continuous business support

Profil recherché

Typical qualifications
- Secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration) or secondary level education with equally qualified experience in a relevant field
- ** At least 5 years' experience in an administrative support role, including at least 1 year in a personal assistant position**
- **Fluent in English. French language skills would be highly appreciated**
- Thorough knowledge of advanced functions of the standard office tools, notably Excel, Word, PowerPoint, Outlook etc
- Ability to work well under limited supervision
- Flexible and able to prioritise and handle several tasks simultaneously

This is an opportunity for a 2-month mission + several extensions, to start asap.

**Salary: 4250 or 5000€ gross, depending on experience

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