senior administrative assistant (m/f) in Luxembourg Centre - Kirchberg

Randstad Luxembourg, Randstad Luxembourg
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job details

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

job description

Are you willing to work within a European Institution? 
Then you might be interested in the following offer. We are currently looking for a :

                                   Senior Administrative Assistant (M/F)


The Senior Administrative Assistant will provide administrative assistance to the Head of the Social Programme of the EIB Institute and the respective team and assists in the day-to-day coordination of the Programme, performing a wide range of office support, administrative, logistical and secretarial duties for the team. It implies having extensive external contacts, notably with consultants and other service providers and with beneficiaries of, and contributors to, the Institute’s activity in general.

Your tasks:
- To carry out general secretarial duties and administrative tasks;
- To assist in the accurate preparation, finalisation and distribution of letters, notes, complex reports, graphs, and presentations, notably using the Smart Note application for the MC Notes;
- To prepare travel authorisations for the Social Programme team and follow up on related expense reports;
- To prepare background documents for meetings and business trips;
- To organise filing systems and ensure effective and accurate filing of all electronic and hard copy documents and other information for easy access and retrieval;
- To distribute and circulate information, reports or status updates in order to keep others informed;
- To provide general research support (using Internet and IT software if required);
- To assist in the preparation and logistical planning for various events organised by the Social Programme team;
- To prepare and follow up purchase requests for consultancy and take care of administrative aspects in relation to in-house and external consultants;
- To ensure the administrative implementation and monitoring of a specific IT team;
- To cooperate with the other Assistant and members of the team; when appropriate, assist in training new colleagues on Bank procedures and processes, contributing to a good; working atmosphere within the team and the Institute to facilitate the timely implementation of tasks, smooth flow of information and achievement of objectives;
- To verify data to be inserted in contractual documents and assist the team in the preparation of new contracts and other documents.

Soft Skills required:

• 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 behavior with the organisation’s needs and intrinsic values, acting with integrity in ways that promote the organisation’s mission, policies and rules.

Your profile:

- You obtained at least a Secondary School studies diploma;
- You acquired at least 5 years of relevant professional experience (Admin roles);
- You have an excellent knowledge of standard Microsoft Office tools (Word, Excel, and PowerPoint);
- You speak fluently both English and French (C1 minimum). The knowledge of another EU language would be an advantage.
- You are immediately free for an opportunity of minimum 7 months (possibly more)!

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.