administrative assistant in Luxembourg Centre

posted
contact
Valentine RUELLE-DIEU, Randstad Luxembourg, Randstad Luxembourg
temporary
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job details

posted
location
luxembourg centre, centre
sector
Finance
job type
temporary
reference number
22891
contact
Valentine RUELLE-DIEU, Randstad Luxembourg, Randstad Luxembourg

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.

Accountabilities

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)

Qualifications

- 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

Competencies

- 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