administrative assistant (m/f) in Luxembourg Centre

Linda HABILI, Randstad Luxembourg, Randstad Luxembourg
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luxembourg centre, centre
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Linda HABILI, Randstad Luxembourg, Randstad Luxembourg

job description

For one of our clients, a European Institution, we are looking for :

Administrative assistants (m/f)

Job Description: The (Senior) Administrative Assistant provides administrative assistance to the Head of the Arts & Culture Programme of the EIB Institute and assists in the day-to-day coordination of the Programme.

S/he will have extensive external contacts and work with beneficiaries of and contributors to the Institute’s activity.

Operating network
Reports to the Head of the Arts & Culture Programme and work in close collaboration with all other Directorates/Departments as necessary.

Staff Engagement: Coordinate the staff outings (liaise with service providers and third parties); monitor responses of attendance; provide assistance on the given day(s)
Marketing: Enrich and populate the A&C contacts list for the dissemination of information and the dispatching of invitations
Administrative support:
• Coordinate and provide administrative assistance for the missions of the Head of A&C
• Assist in the preparation and logistical planning for various events (e.g. Arts Committees, important meetings with stakeholders, conferences, symposia, etc)
• Manage mail/document distribution, diary scheduling and all other logistical requirements
• Assist in the accurate preparation, finalisation and distribution of letters, notes, complex reports, graphs, and presentations
• Provide editorial support in refining and controlling all outgoing documents in terms of language, grammar and content and/or ensure quality of documents requiring a Senior Manager’s signature and/or approval
• Organise filing systems both electronic and on paper and ensure effective and accurate filing of all electronic and hard copy documents and other information for easy access and retrieval
• Distribute and circulate information, reports or status updates in order to keep others informed
• Serve as a primary point of contact
• Provide general research support (using Internet and IT software if required)

• Secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration)
At least 3 years relevant professional experience
• Excellent knowledge of standard MS Office Tools (Word, Excel, Powerpoint). Knowledge of database software (e.g. MS Access) and experience with blogging/wiki creation/internet writing will be considered as an asset.
• Experience with event organisation in a corporate setting will be considered as an asset.
Excellent knowledge of written and spoken English, good knowledge of French. Knowledge of other languages an advantage

• 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 collaboratively with peers across organisational boundaries based on a genuine interest in and an accurate understanding of others and their individual perspectives and concerns.
• Organisational Commitment: Is willing to commit to an organisation whose mission is to support Europe and is open to diversity, and to align her/his own behaviour with the organisation’s needs and intrinsic values, acting with integrity in ways that promote the organisation’s mission, policies and rules