administrative assistant (m/f/d): in Luxembourg Centre

Rachel BENDER, Randstad Luxembourg, Randstad Luxembourg
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job details

luxembourg centre, centre
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Rachel BENDER, Randstad Luxembourg, Randstad Luxembourg

job description

For our customer, a European Institution, we are looking for:


Administrative Assistant (m/f/d):

on a temporary basis


The Administrative Assistant will perform a wide range of office support, administrative and secretarial duties for the Legal Service’s Debt Transaction Division.


Your Responsibilities

•       Assist in the accurate preparation of original legal documents and in the finalisation / signing / administration of contractual documentation and coordinate with internal and external counterparts in relation thereto;

•       Assist and ensure follow-up of all procedures of legal documents (e.g. prepare and circulate legal contributions to internal decision-making counterparts, prepare and distribute contractual documents, handle formatting of documents, insert handwritten mark-ups into legal documentation, ensure due circulation of documents both inside and outside the organisation, handle notification of signatures, ensure electronic and paper archiving, store documents using the electronic document management system (M-Files), handle notes and other memoranda;

•       Carry out general secretarial duties and administrative tasks, including telephone coverage, mail/document control and distribution, filing, organisation of meetings, managing calendars;

•       Assist in the preparation of business trips and follow-up related expense-reports;

•       Assist in retention of external legal counsel and billing of external legal expenses;

•       Prepare draft correspondence on various topics for the Division, including letters, notes, reports, presentations;

•       Make suggestions to improve key administrative processes in the Division and assist in due implementation of any such improvements;

•       Handle and coordinate administrative aspects in relation to in-house and external counsels.



•       Certified secondary-level education complemented with a 2-year certification in a relevant field (secretarial training or other);

•       At least three (3) years’ relevant professional experience (i.e. in similar or related tasks);

•       Prior experience acquired as secretary/administrative assistant in a law firm, corporate legal function, or any other legal environment, is a plus;

•       Good knowledge of the standard IT & office tools (particularly Word, Excel, PowerPoint, and Outlook), familiarity with Electronic Documents Management tools, electronic archiving, and reporting tools is an advantage;

•       Excellent knowledge of English (oral and written). Knowledge of one of the other European languages would be 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.


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