operational assistant (m/f) in Luxembourg Kirchberg

posted
contact
Linda HABILI, Randstad Luxembourg, Randstad Luxembourg
temporary
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job details

posted
location
luxembourg kirchberg
sector
Human Resources
job type
temporary
reference number
20491
contact
Linda HABILI, Randstad Luxembourg, Randstad Luxembourg

job description

1112-1

For one of our client, a European Institution, we are looking for an Operational Assistant (m/f)

Purpose

The Senior/Executive Assistant provides administrative assistance to the Communication Department; assists in the day-to-day coordination of the Department's workflow, ensures the quality of documents issued, of processes, etc. to support the Department's operations.

Operating network

Reports to the Head of Department and works in close cooperation with the Heads of Division and staff of the Department; interfaces with other departments in SG, other directorates and multiple external contacts

Accountabilities

• Draft/finalise correspondence on request. Assist the in all administrative tasks: schedule of meetings and appointments; screen and distribute incoming documents and correspondence, prepare responses and/or ensure appropriate follow-up, distribute and circulate information within the Department
• Organise internal and external contacts and follow-up and coordinate the maintenance of a contact address system accessible for the Department
• Follow up MC and Board agendas and related communication actions; prepare documents requiring Director's approval and/or signature; monitor that deadlines are met and internal procedures are followed, liaise with other internal services and MC members
• Coordinate the secretariat team of the Department and maintain a good team spirit among Department support staff
• Provide guidance to Department staff on administrative/operational procedures; identify improvements and developments of existing methods and processes; organise and update the filing system, both electronic and paper
• Support and monitor procurement process for external COM consultants

Qualifications

• 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.
• At least 5 years of relevant professional experience
• Excellent knowledge of written and spoken English and a good command of French. Knowledge of other EU languages would be an advantage