Executive Assistant - European Institution

Our client, a Investment bank based in Luxembourg is looking for its future Executive Assistant for their Human Resources service.

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 responsibilities

As Executive Assistant, you will provide high-level administrative, secretarial and executive support of a confidential nature to the Head of Department, helping ensure the smooth day-to-day functioning of the department.

Your main responsibilities will include:

• Acting as the main point of contact for the Head of Department on sensitive and complex matters, both internally and externally.
• Managing incoming correspondence and documentation, screening priorities, preparing draft responses, and ensuring timely follow-up.
• Coordinating the Head of Department’s agenda, including appointments, meetings and scheduling priorities.
• Organising complex meetings and supporting follow-up on decisions, action plans and departmental priorities.
• Ensuring smooth internal communication and appropriate circulation of confidential information across the department.
• Drafting, editing and finalising correspondence, notes and documents requiring approval or signature, ensuring high quality standards.
• Attending meetings when needed and supporting preparation of relevant documentation.
• Maintaining close coordination with other senior assistants and secretariats to ensure effective collaboration and continuity.
• Advising colleagues on administrative procedures and contributing to the improvement of internal processes and working methods.
• Managing and maintaining electronic filing systems and, where needed, paper records.
• Providing back-up support to other senior secretariat functions when required.
• Supporting the follow-up and update of action points through dedicated internal tools.
• Managing competing priorities autonomously, while maintaining professionalism and accuracy.

Your profile :

You are an experienced administrative professional with a strong sense of discretion, excellent organisational skills, and the ability to support senior leadership in a demanding environment.

You bring :

• Certified secondary education, ideally complemented by a 2-year qualification in a relevant field such as secretarial studies, business administration, or similar.
• At least 5 years of relevant professional experience, including experience in administrative or executive support roles.
• Excellent command of English and French, both written and spoken. Knowledge of another EU language is considered an advantage.
• Strong proficiency in Microsoft Office tools, especially Word, Excel and PowerPoint.
• A strong customer-service mindset and the ability to interact confidently with internal and external stakeholders.
• Proven ability to manage confidential and sensitive information with absolute discretion.
• Excellent organisational skills, with the ability to handle multiple priorities independently and remain composed under pressure.

You are also recognised for your ability to:

• Take ownership and ensure commitments are delivered reliably.
• Build strong working relationships and collaborate effectively across teams.
• Communicate clearly and adapt your communication style to different audiences.
• Identify opportunities to improve ways of working and streamline administrative processes.
• Deliver high-quality results within tight deadlines while maintaining attention to detail.
• Build trust through integrity, professionalism and sound judgement.

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.

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