Executive Secretary (m/f/x)

Executive Secretary (m/f/x) Ref°670

Type of contract: Part-time and undetermined duration contract (CDI)

Laboratoire national de santé is recruiting an Executive Secretary (m/f/x) Ref°670 for a permanent position on part-time basis (30hours/week).

We are currently looking for an Executive Secretary on a permanent and part-time contract (30 hours per week) to coordinate and organize the activities of the Direction (CEO, COO and CFAO) of our laboratory.

You will provide day-to-day support, and contribute to the smooth running of operations and the optimization of administrative processes.

ABOUT THE LABORATOIRE NATIONAL DE SANTE

The LNS is a major player in Luxembourg’s healthcare sector, serving the country’s patients, doctors and hospitals. Under the supervision of the Ministry of Health and Social Security, the LNS is a multidisciplinary public institution organized around six medical departments, two of which are designated as national diagnostic centers for human genetics and pathology respectively.

The LNS employs around 400 highly qualified staff with diverse backgrounds. The main purpose of the LNS is to develop analytical activities and scientific expertise relating to the prevention, diagnosis and monitoring of human diseases; to act as a national control or reference laboratory; and to carry out forensic missions. The LNS also collaborates with the University of Luxembourg and other biomedical research institutions, both nationally and internationally, on research and teaching activities.

In particular, in the field of diagnostics, the LNS covers the following fields of application: medical biology, microbiology, forensic medicine, environmental medicine, morphological and molecular pathology, and clinical genetics, as well as sequencing for rare diseases, oncology and pathogens.

YOUR TASKS

You will be in charge of the following tasks:

• Managing the phone switchboard, mail and email inboxes of the Direction;
• Managing the diaries of the members of the Direction, including scheduling appointments, preparing files and following up on actions decided upon;
• Organising and preparing internal and external meetings: booking rooms, drawing up the agenda, preparing materials, writing the minutes and following up on decisions taken;
• Writing, reviewing and/or formatting various documents and official letters on behalf of the Direction;
• Ensuring proper filing, archiving and document management of the secretariat;
• Preparing and coordinating the ciruclation of documents requiring signatures, ensuring accuracy and timely transmission;
• Handling confidential information with discretion and professionalism;
• Facilitating the flow of relevant information to internal stakeholders to ensure effective and smooth communication;
• Managing expense reports and ensuring accurate monitoring of expenses.
• Assisting the communications team with the preparation and proofreading materials, coordinating publications and organizing internal and external events.
• Provide administrative support for the heads of administrative services, particularly in relation to specific projects, document management, coordination and translation tasks.

The above list is not exhaustive and additional tasks may be assigned depending on the needs of the department.

YOUR PROFILE

• You ideally hold a baccalaureate in secretarial studies, in administration or an equivalent;
• You have at least 5 years of professional experience in a similar role, ideally within the health sector;
• You have excellent writing and summarizing skills;
• You demonstrate strong organizational skills and effective time and priority management, with the ability to handle multiple tasks simultaneously;
• You are detailed-oriented, flexible, integrity, discretion and a sense of responsibility;
• You are able to interact proactively and autonomously with stakeholders at all levels of the organization;
• You have an excellent command of written and spoken French and English. Knowledge of German and/or Luxembourgish is considered an asset;
• You have excellent proficiency in MS Office tools, including Word, PowerPoint and Excel.

If you meet the above profile and wish to apply, please submit your application (CV and covering letter) via Moovijob.com. Your application will be treated confidentially.

At the final stages of the recruitment process, the successful candidate will be asked to provide supporting documentation such as, copies of diplomas and certificates of employment. An official criminal record (bulletin no.3) will also be required for consultation purpose.