General Secretariat - Administrative Assistant Fr-Eng (M/F)

Company description

Sofitex Talent Recruitment
Fort d'une expérience de plus de 30 ans dans les Ressources Humaines, Sofitex est un réseau international de Travail Temporaire et de Placement en CDI. Sofitex fonde sa dynamique et son succès sur le professionnalisme de ses équipes, sa forte réactivité et sa proximité.

Job description

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

General Secretariat - Administrative Assistant Fr-Eng (M/F)

Your tasks:

•             Provide support to the overall organisation of events (conferences, seminars, public speaking engagements, etc.) in order to ensure smooth running

•             Provide support to the Visitors Group service, including welcoming Visitors Groups

•             Handle logistic issues and undertake relevant administration work;

•             Liaise with and coordinate the work of the Protocol meeting hostesses (from the Bank’s security provider)

•             Create and maintain lists of participants, send invitations and collect registrations, send confirmation emails

•             Book travel arrangements for conference speakers with the Bank’s corporate travel agency

•             Research and contact different venues for events, hotels, restaurants, service providers, obtain quotes for comparison and decision by a senior colleague

•             Support with event logistics: printing badges, nameplates, signs

•             Support during events taking place in the Bank’s Kirchberg campus (welcome, registration, set up, branding of venue, etc.)

•             Help with preparing missions (mission suitcase: stationary bag, signature accessories, registration accessories, etc.)

•             Prepare statistics, minutes, archive files electronically

•             Help for the creation of events in our event management software Cvent;

•             Coordinating division meeting, including taking minutes;

•             Ensuring filing in GED for each events;

•             Provide support to the team on a daily basis

Required profile

Academic qualifications and professional skills

• Certified secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration, event management);
• At least 3 years of relevant professional experience.
• Excellent knowledge of standard Microsoft Office tools (Word, Excel, and PowerPoint);
• Excellent command of written and oral English and French. Good knowledge of another EU language would be an advantage.

Competencies

• Achievement Drive: continually keeps an eye on performance, focusing on improving it, showing drive and determination to meet short and long-term goals.
• Change Orientation: Adapts to differences and changes in the environment; takes a flexible approach to reach outcomes.
• Collaboration: Works cooperatively as part of a team; works collaboratively with peers across organisational boundaries based on a genuine interest in and an accurate understanding of others and their individual perspectives and concerns.
• Organisational Commitment: Is willing to commit to an organisation whose mission is to support Europe and is open to diversity, and to align her/his own behavior with the organisation’s needs and intrinsic values, acting with integrity in ways that promote the organisation’s mission, policies and rules.

This is a great opportunity for a long-term temporary contract (initial 2-month + extensions)

Salary: 3500€ or 4250€ gross/month, depending on experience