(senior) executive assistant (m/f/d) in Luxembourg Centre

Marianne IBALD, Randstad Luxembourg, Randstad Luxembourg
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job details

luxembourg centre, centre
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Marianne IBALD, Randstad Luxembourg, Randstad Luxembourg

job description

For one of our clients, a European institution, we are searching foran:

(Senior) Executive Assistant (m/f/d)

Starting 12.09.2022 with a 2 month contract, extendable until 31.12.2022

As (Senior) Executive Assistant, you ensure the smooth running of the Chief Executive’s Office. You will work closely with the Head of Chief Executive Office on a broad range of organisational tasks. You provide administrative assistance in the day-to-day coordination of the secretariat's workflows, in collaboration with other assistants. An advanced knowledge of the organisation's policies and procedures is important to perform the tasks efficiently. The post requires utmost confidentiality and flexibility to work outside core hours when needed.


• Planning and organization of various events, e.g. missions, (high-level) meetings, receptions.
• Help manage the agendas, so as to optimize time allocation, coordinate arrangements for appointments and resolve conflicting demands.
• Handle numerous internal and external contacts and support the Chief Executive’s office on confidential issues.
• Ensure the timely preparation and review of the files for the Board of Directors, strategic and operational bodies meetings as well as Management Committee, and other meetings where the CE/DCE represents the organization.
• Manage correspondence, prepare replies and/or ensure appropriate follow-up while respecting deadlines.
• Format documents and presentations.
• Draft/finalize correspondence.
• Organize and manage the filing system as well as ensuring data quality.
• Handle other administrative tasks.
• Maintain a high level of confidentiality on all internal and external matters.


• Secondary level education, preferably completed with a two (2) year certification in a relevant field (secretarial studies, business administration) or secondary level education with equally qualified experience in a relevant field;
• Minimum five (5) years of relevant professional experience at Executive Assistant (PA) level;
• Excellent knowledge of standard IT and Office tools (Word, Excel, PowerPoint, Outlook, Internet) is required, while exposure to other applications (i.e. electronic document management systems and Business Objects) would be an advantage;
• Excellent knowledge of written and spoken English and a good command of French. Knowledge of other EU languages, would be an advantage.

Your competencies

• Well-developed organising and prioritising skills;
• Flexibility, initiative and self-reliance;
• Interpersonal sensitivity and well developed communication skills both oral and in writing;
• Drive and persistence with a focus on quality;
• Stress resistance;
• Analysis and problem solving;
• Excellent team working skills.