Administrative Assistant

il y a 2 semaines

Luxembourg Université du Luxembourg Temps plein

The University of Luxembourg is an international research university with a distinctly multilingual and interdisciplinary character.

The Faculty of Science, Technology and Medicine (FSTM) at the University of Luxembourg contributes multidisciplinary expertise in the fields of Mathematics, Physics, Engineering, Computer Science, Life Sciences and Medicine.
Through its dual mission of teaching and research, the FSTM seeks to generate and disseminate knowledge and train new generations of responsible citizens in order to better understand, explain and advance society and environment we live in.

**Your role**:

- Communication and interaction with the university administration services
- Coordinate and process purchase orders and expenditures declarations, follow up on invoices and reimbursement of expenses
- Organisation of business trips (e.g. contact the travel agency, prepare travel authorizations and declarations of expenses, follow up on reimbursement procedures)
- Organise internal and external appointments, meetings and events for research group related activities and for the Department (e.g. workshops, retreats, scientific conferences, PhD defences), and arrange facilities (e.g. location booking, ordering of and collaboration with internal or external services such as catering)
- Update files, databases, website and other document types. Maintain complete and efficient records via electronic system
- Administration of new recruitments (e.g. initiate HR requests/hosting agreement for visiting researchers requests/internship and student contract requests, support steps at arrival and leaving of employees)
- Manage the office distribution of the department

**Your profile**:

- Higher Education degree in secretariat or high school degree and equivalent professional experience in a comparable role
- 3 to 5 years of hands-on administrative support experience
- Fluency in English and German is essential, French would be an asset
- Excellent written and verbal communication skills
- Exceptional organisational and administrative skills
- Ability to execute multiple tasks with high accuracy and achieve deadlines under pressure
- Detail-oriented with good analytical and problem-solving skills
- Tactful, and diplomatic team player
- Proficient in Microsoft Outlook, Word, Excel
- Reliable, intuitive and proactive

**We offer**:

- Multilingual and international character. Modern institution with a personal atmosphere. Staff coming from 90 countries. Member of the “University of the Greater Region” (UniGR)
- A modern and dynamic university. High-quality equipment. Close ties to the business world and to the Luxembourg labour market. A unique urban site with excellent infrastructure
- A partner for society and industry. Cooperation with European institutions, innovative companies, the Financial Centre and with numerous non-academic partners such as ministries, local governments, associations, NGOs

**How to apply**:

- Applications in English should include:_
- Curriculum Vitae
- Cover letter
- General information:_
- Contract Type: Permanent
- Work Hours: Full Time 40.0 Hours per Week
- Location: Kirchberg Campus
- Internal Title: Administrative assistant
- Job Reference: UOL07135

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