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Executive Assistant
il y a 2 semaines
We're seeking a proactive and detail-oriented individual to join our team in the role of Executive Assistant. In this dynamic position, you'll play a crucial role in supporting our allocation processes and providing general administrative assistance.
We are specialised in the employment of middle and top management and highly qualified professionals in contracting, temporary and permanent placement.
At LHH Recruitment Solutions, we believe in talent, not labels, and embrace diversity and promote more inclusive employment to our clients and partners.
- Providing support to the Director General and Department Heads, which involves managing calendars, communicating with internal and external parties, and acting as a delegate in administrative processes when necessary.
- Efficiently managing the agendas of the DG and Department Heads to optimize time allocation, coordinating appointments, and resolving scheduling conflicts.
- Coordinating business trips/missions, including travel arrangements, administrative preparation and follow-up, and preparation of necessary documentation.
- Handling external training requests, including obtaining approvals, initiating vendor and contract setup, and liaising with relevant EIB teams and vendors.
- Assisting with CD and CA agendas, note creation, document management, and ensuring proper follow-up and respect of deadlines.
- Supporting other Executive Assistants in office-related logistics tasks, such as workspace management and implementing new policies.
- Initiating and following up on operational workflows to ensure proper implementation of decisions and adherence to procedures and deadlines.
- Identifying and initiating improvements to existing methods and processes.
- Organizing, updating, and maintaining filing of electronic and paper documentation for easy access and retrieval.
- Maintaining relations with external suppliers and contacts, greeting clients and visitors as needed.
- Liaising with other Executive Assistants and GCS Coordination on various issues with utmost discretion, especially concerning confidential or sensitive matters.
- Providing backup support for other Executive Assistants during their absence.
- At least 5 years of experience in an administrative support role, including at least 1 year in a personal assistant position.
- Thorough knowledge of advanced functions of standard office tools such as Excel, Word, PowerPoint, Outlook, etc.
- Ability to work well under limited supervision.
- Proactive and able to take initiative.
- Flexible and capable of prioritizing and handling multiple tasks simultaneously.
- Fluent in English; French language skills would be highly appreciated.
To include yourself in this recruitment process; to find out more information about this role; or to discuss other career opportunities we have available, please contact Florian Letellier as soon as possible - CONFIDENTIALITY ASSURED.
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LI-FL1
Luxembourg
