Administrative assistant

About us

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

The Luxembourg Centre for Socio-Environmental Systems strives to grow into an internationally recognised research hub for a sustainable and equitable world. Our goal is to help societies to transition to environmentally friendly and just conditions. At the core is the recognition that global environmental disruptions such as climate change, biodiversity loss, and resource depletion are closely linked with societal systems. To address these complex issues, we take a systemic approach and study the interconnectedness of human activities and the environment. Our mission is to develop sustainable, socially just, and environmentally friendly solutions by bridging disciplines and fostering collaboration between researchers, policymakers, and society.

Your role

• Act as the first point of contact for any activity of the Science Synthesis Lab, i.e. support communication on calls for proposals and workshop organisation
• Handle incoming and outgoing communication, e.g. email, telephone, MS TEAMS, ensuring confidentiality, discretion, and timely follow-up on all requests
• Carry out day-to-day administrative tasks and services in line with University and Centre procedures, including travel management, purchase orders, invoice follow-up, reimbursements processing, budget monitoring
• Prepare and manage documentation, reports, presentations, and minutes
• Book rooms and liaise with service providers, including catering, for workshops, seminars, and conferences

Your profile

• University Degree (Bac +2/3)
• At least three years of experience in administrative or secretarial work
• Demonstrated experience with event planning, e.g. conferences, seminars, workshops
• Proficient use of MS Office tools, e.g. Word, Excel, PowerPoint, TEAMS. Knowledge of Power BI will be an asset
• Previous experience working with SAP systems will be an asset
• Fluency in English is required; a good command of French, Luxembourgish, or German is considered an advantage

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: Fixed Term Contract 24 Month
• Work Hours: Full Time 40.0 Hours per Week
• Location: Belval Campus
• Internal Title: Administrative assistant
• Job Reference: UOL08081

.