Operations - Administrative Assistant (M/F)

Descrição da Empresa

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.

Descrição do trabalho

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

 Operations - Administrative Assistant (M/F)

Purpose

The (Senior) Administrative Assistant will provide administrative assistance to the Head of Division and other colleagues in the team with the objective of contributing to the efficiency and performance of the team’s overall activity.

Operating Network

The (Senior) Administrative Assistant will report to the Head of Division and will work in close cooperation with the other divisional assistant and with all members of the Division (Heads of Unit and Loan officers) as well as interface with other Divisions in the Department, other Departments and Directorates.

Accountabilities

Administrative assistance

•             Coordinate and provide office support and secretarial assistance to the HoD/HoU(s)/LOs assigned, in order to contribute to the effective day-to-day operation of the division

•             Manage diary scheduling and all other logistical requirements (e.g. meetings, courses) for the division

•             Coordinate and assist in the accurate preparation, finalisation and distribution of approval documents, letters, notes and presentations

•             Coordinate assistant(s) work in order to accomplish deadlines and to avoid bottlenecks. In cooperation with the other assistant of the division, complete the activity report and distribute each week to the HoD and HoUs

•             Contribute to the organisation of events, official visits, client meetings, interviews, etc.

•             Perform maintenance of current distribution lists, phone/address lists of products/contacts/customers

Document and data quality

•             Ensure correct input of information in databases and extract data for reporting purposes on a regular basis and on the occasion of country meetings with VPs and related geographical Departments

•             Editing and proof-reading of documents produced in own division to ensure accuracy and alignment with procedures

•             Management of documents workflow of a specific process and ensure that deadlines are met during Loans appraisal cycle

•             Ensure effective filing of all electronic and hard copy documents

•             Create and maintain library of reference documents for the newly created division to encourage knowledge sharing

Cooperation and teamwork

•             Cooperate with the other secretary of the division and the external offices to ensure an optimal coordination with respect to proposals workflow, missions and other events, and a smooth handling of workload.

•             Provide back up for other absent assistants, within the division but also across FID (particularly the operational divisions of the Department).

•             Interface with other Directorates/departments to follow up on workflow of projects and provide information on their progress as required.

Perfil buscado

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

•             Excellent knowledge of standard MS Office Tools (Word, Excel, PowerPoint)

•             Excellent knowledge of written and spoken English and a good command of French. Knowledge of other European languages would be a significant 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 behaviour with the organisation’s needs and intrinsic values, acting  with integrity in ways that promote the organisation’s mission, policies and rules.

This is an opportunity for an initial contract of 2 months, with possible extensions afterwards.

Salary ranges between 3,700€ and 4,200€ gross per month, depending on experience.