administrative assistant in Luxembourg Centre

Randstad Luxembourg, Randstad Luxembourg
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job details

luxembourg centre, centre
job type
reference number
Randstad Luxembourg, Randstad Luxembourg

job description

Willing to work within a European Institution? 

Then you might be interested in the following offer. We are currently looking for a :

                                  Administrative Assistant (M/F)

Your role:

The Administrative Assistant will provide administrative and operational assistance to the Head of Division and other colleagues in the team in respect of all Mandate lifecycles with the objective of contributing to the efficiency and performance of the team’s overall activity.
He/She will report to the Head of Division and will work with all members of the Division as well as interface with other Departments and Directorates.

Your tasks:

- To analyse, verify, and perform quality control in a continuous autonomous manner on the relevant stages of the mandate lifecycle to ensure compliance and timely execution of EIB’s procedures and mandate agreements;

- To monitor projects and contractual events and deadlines and take appropriate action in case of delay;

- To prepare regular and ad-hoc internal reports for other departments / Mandate Officers and provide support for preparing external reports;

- By following four-eyes principles, to perform administrative and operational tasks related to the relevant processes, including reporting, monitoring and audit, in order to maintain proper records/documentation and data quality (e.g. preparation and ensure filing of documents (GED), maintenance of databases, monitoring the contractual amendments);

- To ensure overall administrative coordination of the Division’s activities;

- To handle incoming and outgoing correspondence;

- To maintain various databases and filing systems;

- To assist in formatting, editing and proofreading documents (letters, notes, reports, graphs and presentations) as well as their finalisation, distribution and filing;

- To 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 accesses and retrieval of data/records;

- To undertake ad-hoc research on Internet and/or other sources and prepare presentation materials;

- To liaise with counterparts in the EU Commission, financial institutions, clients, etc.;

- To coordinate with other Administrative Assistants of the Department and contribute to a good team spirit.

Your profile :

- You obtained a Secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration) or secondary level education with equally qualified experience in a relevant field;

- You acquired at least 3 years of relevant professional experience;

- You speak fluently English (C1) and you have a good command of French (B2);

- You have an excellent knowledge of the Bank's standard computer tools, particularly Serapis, GED, SmartNote and MS Office tools (Word, Excel, PowerPoint);

- You continually keep an eye on performance, focusing on improving it, showing drive and determination to meet short and long-term goals;

- You can adapt to differences and changes in the environment;

- You are a team player and you always make sure to understand your colleagues' perspectives and concerns;

- You are willing to commit to an organisation whose mission is to support Europe and is open to diversity, and to align your own behaviour with the organisation’s needs and intrinsic values, acting with integrity in ways that promote the organisation’s mission, policies and rules;

- You are immediately available for a 2-month-contract.


Interested? Feeling like this experience could be a good opportunity for you right now?
Then please apply through the appropriate link and we will get back to you if your profile matches the requirements :-)