Administrative Assistant - European Institution

Our client, a European bank based in Luxembourg is looking for its future Administrative Assistant. This will be a temporary contract of 2 months. Please note that this assignment may be extended, in accordance with Luxembourgish law, for a maximum duration of 1 year.

LHH Recruitment Solutions offers extensive HR solutions through one unique brand. We are specialised in the employment of middle and top management and highly qualified professionals in contracting temporary and permanent placement. At LHH Recruitment Solutions, we believe in talent, not labels, and embrace diversity and promote more inclusive employment to our clients and partners.

Your responsabilities :

• Manage the division’s administrative activities.
• Organise meetings, appointments, and team events.
• Prepare agendas and documents before meetings.
• Arrange business trips and handle expense reports.
• Welcome and coordinate external visitors (room bookings, access badges, logistics).
• Finalise and distribute reports, presentations, and official documents.
• Draft and send letters and internal/external communications.
• Prepare documents for senior management and board meetings.
• Manage signatures and document workflows.
• Produce the weekly team email.
• Keep statistics and work plans updated.
• Run data checks and simple reports (Business Objects).
• Ensure data accuracy in internal systems (e.g., Serapis).
• Monitor that internal procedures are properly followed.
• Maintain organised electronic and paper filing systems.
• Update contact lists and distribution lists.
• Manage shared calendars and document systems (e.g., GED, Notes system).
• Create invoices when needed.
• Work closely with other assistants in the department.
• Support and guide colleagues on administrative procedures.
• Help train new team members on internal processes.
• Suggest improvements to make processes more efficient.

Your profile :

• At least 3 years of experience in an administrative support or assistant role, ideally within a structured or international environment.
• Secondary education complemented by a relevant certification (business administration, accounting, legal, economics) or equivalent professional experience.
• Strong organisational skills with the ability to manage multiple tasks, priorities, and deadlines efficiently.
• Proactive, reliable, and able to work independently while maintaining a high level of accuracy.
• Comfortable coordinating meetings, preparing documents, and managing administrative workflows.
• Very good command of MS Office tools (Word, Excel, PowerPoint); knowledge of Business Objects is considered an asset.
• Excellent written and spoken English; additional languages such as French, Spanish, or Portuguese are a plus.
• Team-oriented mindset with the ability to collaborate across departments and contribute to a positive working environment.

To include yourself in this recruitment process; to find out more information about this role; or to discuss other career opportunities we have available, please contact Aurelia Michaux as soon as possible - CONFIDENTIALITY ASSURED.

Ready For Next.

#LI-AM2