administrative assistant secretariat (m/f) english and french + german in luxembourg centre

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luxembourg centre, centre
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Services administratifs
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job description


for one of our clients, a European Institution we are searching for:


an Administrative Assistant (Secretariat) (m/f) English and French + German

Start/End Dates: 06/05/2019 - 01/12/2019

Job Description:

The Administrative assistant will provide a wide range of secretarial and administrative tasks in support of the day-to-day work for the meetings of the Board of Governors and the Board of Directors..

• Assist in the preparation of agendas for Board meetings under the supervision of the Secretariat Officers
• Follow-up on procedures after Board approvals - dispatch of relevant documents within deadlines
• Ensure all documents are posted in a timely manner on the Board portal and ensure the portal is updated
• Regularly update and organise document databases
• Ensure efficient electronic and paper filing of all Board documents
• Collaborate in the organisation of meetings by providing administrative assistance during the meetings and welcoming Board members
• Participate in the organisation of external Board meeting
• Organise hotel reservations for Board members and transport in Luxembourg
• Prepare and follow-up appointment procedures, including dispatch of relevant documents within deadlines
• Answer e-mail and phone enquiries both internally from the Services and externally from Board members, after consultation with line managers

• Secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration, customer service)
• At least three years' relevant professional experience, if possible in a similar environment
• Good knowledge of standard office tools, particularly Word, Excel and Powerpoint, as well as an electronic document management system
• Very good knowledge of English and French. Knowledge of other EU languages would be an advantage, in particular German