Administrative assistant M/F
Publiée le 05/09/2024
Hays Luxembourg
Our client, a European Institution in Luxembourg, is looking for an Administrative Assistant who speaks English fluently. This is a temporary contract.
The main responsibilities are :
- Handling the administrative coordination of the activity of the division (monitoring the flow of loan appraisal documents including applicable deadlines, organisation of meetings and appointments)
- Preparing briefing papers for meetings and business trips
- Assisting the Loan Officers during the lending process and, as appropriate, in the follow-up of projects (in close coordination with the other Directorates participating in the process)
- Finalising, distributing and filing documents and reports prepared by the loan officers
- Handling telephone contacts with clients and following information flow while Division staff members are on mission
- Assisting the loan officers in the preparation of marketing materials
- Coordinating and sending letters related to the lending process to different counterparts and stakeholders
- Keeping up-to-date the list of contacts for the company counterparts and stakeholders
- Organising and coordinating external guests and visits with Protocol (access to premises, booking of rooms etc)
- Coordinating and performing a diverse set of administrative tasks for the division: organising events, updating of the shared calendar, GED management, updating distribution lists, preparing documents for signature etc
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 3 years of relevant professional experience in providing administrative support
- Strong sense of responsibility and initiative and good organisational skills
- Ability to work accurately under pressure, to meet deadlines and priorities; work with flexibility and availability
- Excellent knowledge of MS Office tools (Word, Excel, PowerPoint). Knowledge of Business Objects would be an advantage;
- Excellent knowledge of English and basic French
