Executive Assistant M/F

Our client, a European Institution in Luxembourg is looking for an Executive Assistant who speaks English fluently and has a good command of French. This temporary assignment starts as soon as possible as the team is facing a workload.

Key accountabilities:

• Provide assistance to the Director in terms of i.a. managing calendars, arranging meetings, and communicating with internal and external counterparts.

• Provide administrative support to the unit, and act as further support to the division assistant, when needed.

• Schedule and organise the Director’s participation in internal and external meetings, conferences, receptions etc. including the required briefing files and any related business trips.

• Prepare documents requiring approvals and/or signatures; monitor that deadlines are met and internal procedures are followed.

• Handle the numerous internal and external contacts.

• Office space management.

• Organisation of business-related travel and preparation of expense reports.

• Manage incoming correspondence, prepare replies and/or ensure appropriate follow-up.

• Ensure an effective electronic/paper archiving system for the company's Director to ensure easy access to documents.

• Plan and organise the Department meetings, Managerial staff meetings including administrative preparation and follow-up as well as preparation of the required documentation and information in co-ordination with other Services.

• Strong organisational skills and ability to prioritise tasks effectively

• Strong sense of responsibility and initiative, an ability and willingness to assume ownership of a task.

• Accuracy, precision and attention to detail.

• Tact, discretion and diplomacy.

• Excellent communication skills and ease with high-level contacts both within and outside the Bank.

• A strong focus on quality.

• The ability to work independently and as part of a team, as the situation requires.

Academic qualifications and professional skills:

• Secondary level diploma, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration).

• At least 5 years’ professional experience in an administrative support role.

• Good knowledge of the Governing Bodies procedures (MC, BoD, AC)

• Good knowledge of the Bank’s standard office tools (Word, Excel, PowerPoint, Intranet).

• Highly proficient in English and at least a good command of French.

• Knowledge of additional EU languages would be a distinct advantage.

Competencies:

• Ensuring accountability: Holding yourself and others accountable to meet commitments.

• Collaborating: Building partnerships and working collaboratively with others to meet shared objectives.

• Cultivating innovation: Creating new and better ways for the organisation to be successful.

• Driving results: Consistently achieving results, even under tough circumstances.

• Instilling trust: Gaining the confidence and trust of others through honesty, integrity and authenticity.