Oferta de Secretarios administrativos y ejecutivos en Luxemburgo

Mission

For one of our clients, a European Institution located in Luxembourg Kirchberg, Sofitex Talent is currently looking for an:

Executive Assistant (M/F)

Provide executive assistance to the Heads of Department, coordinate workflows and ensure the quality of documents issued, in order to support achievement of the departments' objectives and activities.

Provide executive assistance to the Group Chief Digital Officer and Heads of Department including calendar management. Provide administrative assistance to the Head of Divisions;

Organise on-site and off-site meetings, away-days and other events by using the relevant applications and tools (Room Management System, MyRequests tickets, meeting room calendars, catering form etc). Liaise with Protocol, Facility Management, Budget officer and external service providers;

Organise and coordinate business trips/missions, including travel arrangements in PSFT, administrative preparation and follow-up as well as preparation of required documentation and information;

Handle the process of onboarding, extending assignments and departure of consultants and internal joiners/leavers. This includes the creation of account for new consultants, data update in Peoplesoft HR for mission extensions and departures, handling GDPR consent forms and creation of Joiners/Leavers/Transfers tickets accordingly in MyRequests. Liaise with the relevant teams in relation to these tasks. Assistance in IT equipment retrieval;

Process external training requests by getting the approvals in the training form, initiating the vendor setup if needed, initiating contract setup if needed, requesting Procurement Opinion or Clearance (if needed), creation of requisitions in PSFT Financials.

Assist in the smooth and efficient note approval process, as well as the timely administration of on-call requests;

Assist the other Executive Assistants in the office-related logistics tasks: workspace management, supporting alignment with the new parking policy and taking care of the lockers data management in cooperation with Facility Management

Initiate and follow up on operational workflows on behalf of the Heads of Department, so as to ensure (i) proper implementation of the Head of Department's decisions and respect of procedures and deadlines;

Identify and initiate improvements and developments of existing methods and processes;

Organise, update and maintain appropriate filing of electronic (notably in out electronic document management platform and MS Teams) and paper documentation, ensuring data quality and enable easy access and retrieval;

Maintain relations with key external suppliers and contacts, and ensure effective communication and collaboration, this includes greeting clients and visitors as needed;

Liaise with Executive Assistants, Director General's office and GCS Coordination concerning various issues (e.g. staffing, consultants, organisation, processes & procedures, budget, etc.) with the utmost discretion, especially when handling issues of confidential or sensitive nature;

When required, ensure back up of other Executive Assistants during their absence to guarantee continuous business support.

Profil

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' experience in an administrative support role, including at least 1 year in a personal assistant position;

Ability to work well under limited supervision;

Proactive and take initiatives;

Thorough knowledge of advanced functions of the standard office tools, notably Excel, Word, PowerPoint, Outlook etc;

Ideally previous knowledge and experience in the use of software applications/databases (e.g. PeopleSoft) and reporting tools used in a specific area (e.g. Business Objects);

Fluent in English. French language skills would be highly appreciated.