Operations - Administrative Assistant (M/F)

il y a 3 semaines

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 an:
**Administrative Assistant (M/F)**

The (Senior) Administrative Assistant will provide comprehensive administrative support to the Head of Division and other team members of the Division, across the scope of the Division’s responsibilities with the objective of contributing to the efficiency and performance of the team's overall activity.

The (Senior) Administrative Assistant will report to the Head of Division and will work in close cooperation with the Heads of Units within the Division and in good collaboration with the other administrative staff in the Department.

Accountabilities:

- Assist the Head of Division and other members of the division, with all administrative tasks:

- Screen and distribute incoming documents and correspondence
- Prepare responses and/or ensure appropriate follow up. Distribute and circulate information within the team in order to assist the team members in the performance of their duties
- Manage the Head of Division’s agenda to optimise time allocation, coordinate arrangements for meetings and resolve conflicting demands
- Actively plan and organise various meetings, including the regular Division meetings and outings/away days
- Monitor and follow up of management decisions (Action Points) under the ownership of the Division
- Interface with internal and external contacts
- Follow-up on requests regarding: arrival/transfer/departure of a team member as well as of external consultants, IT issues, Facility Management issues, office arrangements, in coordination with the Operations Resource Management (ORM) Division;
- Order and ensure supplies for office stationary;
- Support the Division in the drafting/finalisation of documents, notes, reports, presentation material and other communication prepared by the Division to ensure a timely and consistent quality of documents. The tasks include among other things:

- Draft and/or finalise correspondence, meeting notes and other communications from the Division
- Support the Division with the preparation and subsequent distribution of MC Notes through SmartNote, in respect with strict deadlines; supervise the validation flow in SmartNote
- Support the preparation of ad-hoc reports and statistics as well as presentation material within the Division
- Ensure effective and accurate document filing system for the Division following the internal classification rules and ensure data quality
- Enrich and maintain the Division’s SmartSite in cooperation with the relevant team members and contribute to the administration and development of the Department’s SmartSite
- Handle the update of the presentation material of the Division’s and respective Units’ activities in cooperation with the relevant team members,
- Support the Division in sending notifications within OPS in cases of: internal audit requests, evaluations, OPS PJ pipeline review, implementation of procedures, etc.
- Back up in the preparation of the monthly Note to File for "Extension and cancellation of validity of loan signature authorisations ";
- Provide back-up as necessary to the other Assistants in the Department;
- Cooperate with the other secretaries and members of the Department; when appropriate, train new colleagues on procedures and processes, contribute to a good team spirit and working atmosphere within the division and the Department in order to facilitate the timely implementation of tasks, smooth flow of information and achievement of objectives.
- Demonstrate flexibility and cooperate actively during peak periods to provide smooth and efficient administrative support to the Division.

Profil recherché
- Secondary level diploma, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration, accounting, economics, legal, etc.) or secondary level diploma with equally qualified experience in a relevant field
- ** Minimum 3 years of relevant professional experience**
- Excellent knowledge of standard MS Office Tools (Word, Excel, PowerPoint)
- ** Excellent knowledge of English and/or French**, with a good command of the other. Knowledge of other EU languages would be an advantage.

Competencies:

- Achievement Drive: continually keeps an eye on performance, focusing on improving it, showing drive and determination to meet short and long-term goals.
- Change Orientation: Adapts to differences and changes in the environment; takes a flexible approach to reach outcomes.
- Collaboration: Works cooperatively as part of a team; works

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