Personal Assistant to the Rector

About us

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

Your role

The Personal Assistant is the primary point of contact for the Rector and will manage the schedules, communications, and events for the Rector, provide proactive and high-level office management and ensure a well-organized day-to-day functioning for the Rector:

• Build and maintain a relationship built on trust, to enable management to operate effectively and efficiently. Able to anticipate or recognize issues and refer them immediately to the right person for resolution
• Ensure the confidential handling of sensitive documents and information and its adequate follow-up
• Ensure administrative activities such as reporting, presentations and budget follow-up
• Compose, check, and send out internal and external communication on behalf of the rector. Ensure follow-up of communication and sort out daily all correspondences segregating them by importance, and prioritizing them before handing them over with highlights on issues
• Management of a complex agenda with a large variety of stakeholders
• Organize, prepare, and follow up on internal and external meetings conferences and other events
• Organize and follow up on ad hoc activities to ensure timely completion and proper execution

Your profile

• Bachelor's degree or equivalent by work experience
• Significant experience in administration/secretary's office of a leadership position; knowledge of a research environment is considered an asset
• Fluency in English and French (written and oral). German and/or Luxembourgish are a significant plus
• High degree of integrity and confidentiality
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail, rigor and accuracy
• Ability to work independently with minimal supervision
• Outstanding communication (including writing) and organizational skills
• Demonstrates resilience under pressure
• Proficiency with office software

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: Personal assistant
• Job Reference: UOL07255

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