Administrative Assistant (M/F/X)
Veröffentlicht am 27/01/2026
Manpower Luxembourg S.A.
Manpower is looking for an Administrative Assistant for a client specialized in European institutional activities, located in Luxembourg.
This role is ideal for someone highly organized, detail-oriented, and comfortable working in a dynamic environment with a strong operational and coordination focus. You will support the preparation, organization, and smooth execution of high-level meetings and events, ensuring all logistical aspects are managed with professionalism and autonomy.
Your missions :
Assist in scheduling and organizing meetings with internal and external stakeholders (up to 200 participants), in physical, hybrid, and virtual formats (Teams, Webex).
Coordinate meeting rooms, catering services, and virtual meeting setups.
Confirm attendance and ensure participants are informed of schedules and locations.
Prepare meeting rooms (seating plans, name tags, equipment, laptops, videoconferencing tools).
Organize catering, taking into account dietary requirements.
Facilitate access to premises (security lists, badges).
Ensure meetings are “ready to start” on time and according to agreed standards.
Provide on-site protocol support: welcome participants, answer practical requests, guide visitors, arrange taxis, print documents, etc.
Draft and send invitations, save-the-date emails, reminders, and follow-ups.
Maintain attendance lists and records of participants.
Act as the main contact point for all logistical matters.
Archive emails and documents accurately in dedicated systems.
Report and follow up on meeting logistics with the officer/manager in charge.
Provide administrative back-up to colleagues to ensure continuous business support.
Your profile :
Strong organizational and planning skills with excellent attention to detail.
Comfortable managing multiple tasks simultaneously in a fast-paced environment.
Excellent communication and interpersonal skills.
Service-oriented mindset with a professional and proactive attitude.
Ability to work both independently and within a team of assistants.
Good command of standard office and collaboration tools (email, calendars, virtual meeting platforms).
Reliable, flexible, and able to adapt to changing priorities.
Interested in this opportunity ? Apply now !
