admi-assistant administratif in Luxembourg Centre

Randstad Luxembourg, Randstad Luxembourg
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luxembourg centre, centre
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Randstad Luxembourg, Randstad Luxembourg

job description

Job Title: Risk Management - Administrative Assistant

Job Description: The Administrative assistant will work in close cooperation with a team of professionals and other administrative/operational assistants.

• Set up and maintain appropriate scanning/filing/archiving of electronic (notably in GED) and paper documentation, as well as ensure data quality, to enable easy access and retrieval of data/records.
• Assist in formatting, editing and proofreading documents (letters, email, notes, reports, graphs and presentations) as well as their finalisation and distribution
• Help schedule and organise frequent meetings and business trips/missions, including travel arrangements, administrative preparation, as well as, preparation of required documentation (briefing files and presentations) and information (including maintenance of meetings/mission record). Assist in the further processes of travel expenses after trips.
• Follow-up Management Committee, Audit Committee, Risk Policy Committee and Board agendas and related communication actions; prepare documents requiring Director's approval and/or signature; monitor that deadlines are met and internal procedures are followed, proactively liaise with other internal services (amongst others Governing Bodies secretariats), President's office and MC members.
• Coordinate with the other Administrative Assistants of the Department and Directorate and maintain a good team spirit.
• When needed, ensure back up of other Administrative Assistants of the Department for the essential tasks during absence. Guarantee business continuity and co-ordinate own absences with them
• Handling incoming and outgoing mail, distributing and circulating information, reports or status updates in order to keep colleagues informed
• Undertaking ad hoc research from the Internet and/or other sources and preparing reports and statistics (including presentation material)
• Formatting PowerPoint presentations including charts and tables
• Providing for logistical arrangements of teams, stationery, office equipment
• Upon request, routing and coordinating phone calls, taking and forwarding messages
• Help organise team and/or division events.
• Coordinating the quarterly Internal Audit AAP’s follow-up exercise
• Supporting the administrative and coordination aspects of work of the Internal Control Framework REG correspondent

• Secondary level education, complemented with a 2-year certification in a relevant field (economics, legal, business administration) or secondary level education with equally qualified experience in a relevant field.
• At least 3 years of relevant, professional experience
• In depth knowledge of EIB's administrative procedures and understanding of Risk Management business would be beneficial
• Thorough knowledge of the standard office software (Word, Outlook, Excel, PowerPoint) and workflow software
• Familiarity with Business Objects would be an advantage
• Fluent in written and spoken English and a good knowledge of French