(junior) administrative assistant (m/f/d): in Luxembourg Kirchberg

posted
contact
Rachel BENDER, Randstad Luxembourg, Randstad Luxembourg
temporary
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job details

posted
location
luxembourg kirchberg
sector
Finance
job type
temporary
reference number
22893
contact
Rachel BENDER, Randstad Luxembourg, Randstad Luxembourg

job description

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

(Junior) Administrative Assistant (m/f/d): Fixed term position with a two months contract (to start, might be renewed):.

To assist the necessary business and provide administrative follow up of the activities of the Research & Market Analysis (RMA) Division. This includes oversight of key workflows and committees, management of calendars and events, and personal assistance.

Operating Network:

S/he works in close cooperation with the other administrative assistants and members of the respective teams.
• Internal contacts: the services at the appropriate level, as required by procedures;
• External contacts: Sector and Function experts in European Institutions, Intermediaries, Academia, and other organisations (e.g., business associations).

Responsibilities:

• Provide efficient primary point of contact (internally and externally), often on complex and confidential subjects;
• Manage electronic mailbox prioritising incoming messages and allocating action as appropriate;
• Proactively manage electronic agenda ensuring efficient time allocation in the calendar and resolving conflicting demands;
• Monitor incoming/outgoing requests so as that are successfully carried out in a timely manner;
• Prepare and set logistical planning of various events and missions (e.g. conferences, yearly away-day, weekly meetings);
• If necessary, follow regular meetings/committees and prepare related documentation;
• Work closely with other internal Assistants to ensure that administrative and/or operational procedures and deadlines are respected;
• Handle incoming and outgoing documents ensuring appropriate follow-up and respect of deadlines;
• Ensure effective and accurate filing of electronic, hard copy documents, and other information for easy access and retrieval;
• Ensure the availability of office supplies as needed;
• Participate to the procurement procedure related to the hiring of consultants and payment of their invoices;
• Participate in the update of internal process documents;
• Participate to the elaboration of the Working Papers and their distributions, internally and externally;
• Ensure the availability of physical documents (e.g., Working Paper print copies) as needed for the RMA tasks;
• Prepare (or support the preparation of) PowerPoint presentations;
• Manage the distribution list for RMA and other relevant publications and support dissemination activities;
• Provide support to other RMA tasks as needed.


Qualifications:

• Certified secondary-level education; professional certificates or tertiary-level education would be an advantage;
• At least 3 years’ relevant professional experience, preferably in the banking or financial sector;
• Good understanding of EIF's mission and objectives and the environment in which it operates;
• Excellent knowledge of standard IT tools is required (Word, PowerPoint, Excel);
• Excellent command of written and spoken English, knowledge of other EU languages would be an advantage.

Competencies:
• Excellent organisational skills and ability to prioritise;
• High sense of discretion and confidentiality;
• Customer orientation and adaptability;
• Excellent interpersonal and diplomatic skills;
• Highly developed sense of responsibility;
• Ability to work under tight deadlines;
• Accuracy and attention to details.