Operations - Administrative Assistant

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.

POSTE

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

Operations - Administrative Assistant


Purpose
The Administrative Assistant will provide administrative assistance to the Head of Division and other colleagues in the Division, with the objective of contributing to the efficiency and performance of the Division's overall activity.

Operating Network
The Administrative Assistant will report to the Head of Division and will work in close cooperation with the other Divisional assistants. Extensive contacts with the other Divisions and Departments within OPS are required as well as interface with other Directorates.

Projects origination process:
- Assist loan officers in updating and compiling business information and organizing contacts

Lending process:
- Assist the Head of Division and loan officers during the lending process (in close coordination with the other Directorates participating in the process)
- Finalize, distribute and file project cycle documents (GNG, AFS, Board reports), notes and reports prepared by loan officers
- Oversee the administrative coordination of the whole lending procedure (monitoring of deadlines, organization of meetings, appointments and business trips for the loan officers)
- Handle telephone contacts with clients, organize client meetings and follow project information flow
- Prepare briefings for signature events in coordination with the Loan Officers and the services
- Handle correspondence and draft cover letters

Optimization of operating tools and working methods:
- Keep the Division's pipeline of transactions up to date; monitor that procedures are followed during the lending process and inform the Division's team about updates; input data in the GED

Organize meetings and missions and loan officers' participation in conferences:
- Maintain appropriate filing of electronic (notably in GED) and paper documentation
- Maintain IT systems up to date, generate reports as requested and ensure proper accesses for the team. This includes Business Objects (budget and statistics), pipeline, GED Institutional Workspace, Serapis, shared mailboxes and distribution lists.

Teamwork:
- Manage together with the Assistants' pool the shared mailbox and telephone coverage and promptly respond to requests
- Cooperate with the other secretaries and members of the Department; when appropriate train new colleagues on Bank procedures

PROFIL

- 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
- Excellent knowledge of standard MS Office Tools (Word, Excel, PowerPoint)
- Excellent knowledge of English and/or French, with a good command of the other. Knowledge of languages of the region in which the Division operates (Hungarian, Romanian, Bulgarian, Czech or Slovak) would be an advantage.

This is an opportunity for an initial contract of 2 months, with possible extensions afterwards.
Salary ranges between 3,800EUR and 4,350EUR gross per month, depending on experience.