Administrative Assistant

About us

The University of Luxembourg is an international research university with a distinctly multilingual and interdisciplinary character.

The ULCC is an integral part of the University of Luxembourg since 01.01.2025, which supports the national vision to strengthen university-level continuing education in Luxembourg. Based in Belval, the ULCC proposes innovative training solutions that meet the educational objectives and the constraints and requirements of its various target audiences. Its multidisciplinary team includes specialists in continuing education and experts in face-to-face training and digital learning.

Your role

The University of Luxembourg Competence Centre (ULCC) is looking to hire a dynamic Administrative Assistant to support its management as well as the team activities:

• Provide day-to-day assistance and support to the Head of the ULCC, as well as to the ULCC team, ensuring administrative and organizational matters are carried out in a confidential and efficient manner
• Receive, prioritize, handle and forward incoming communication to the right person within the organization
• First contact point for visitors
• Organize and plan internal and external meetings, events and professional trips
• Prepare and contribute to internal reporting and presentations for the entity
• Coordinate purchase orders, follow up invoices and reimbursement of expenses
• Distributing, and administrating office supplies, marketing material, IT equipment, books, furniture
• Support and/or manage activities related to the inventory process
• General secretarial tasks i.e., telephone, e-mails, correspondence, dispatching, filing, and archiving

Your profile

• Bachelor/Secretarial degree and/or first experience in a comparable role
• Proficiency in English is required. Fluency in either French or German is considered an advantage
• Excellent communication skills
• Excellent organizational and prioritizing skills with attention to detail and accuracy
• High level competency of standard IT tools
• Proactive, reliable, open-minded and diplomatic with the ability to work in a fast-paced international academic environment
• Ability to adapt to a multicultural and multilingual environment

We offer

• Multilingual and international character. Modern institution with a personal atmosphere. Staff coming from 90 countries. Member of the "University of the Greater Region" (UniGR)
• A modern and dynamic university. High-quality equipment. Close ties to the business world and to the Luxembourg labour market. A unique urban site with excellent infrastructure
• A partner for society and industry. Cooperation with European institutions, innovative companies, the Financial Centre and with numerous non-academic partners such as ministries, local governments, associations, NGOs …

How to apply

Applications should include:

• Curriculum Vitae
• Cover letter

Early application is highly encouraged, as the applications will be processed upon reception. Please apply ONLINE formally through the HR system. Applications by Email will not be considered.

All qualified individuals are encouraged to apply. In line with our values, the University of Luxembourg promotes an inclusive culture. We encourage applications from individuals of all backgrounds and are dedicated to upholding equality and respect for our employees and students.

General information:

• Contract Type: Permanent
• Work Hours: Full Time 40.0 Hours per Week
• Location: Campus Belval
• Internal Title: Administrative assistant
• Job Reference: UOL07239

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