Executive Assistant (H/F/X)

Manpower is recruiting an Executive Assistant for one of its clients in Luxembourg, a European Institution:

Your role:

As Executive Assistant, you will assist the Director in the daily activities and act as interface between the Director and the staff as well as other parties and/or outside representatives, to ensure effective two-way communication of relevant information.

Your tasks:

• Managing telephone coverage, mail/document distribution, diary scheduling and coordinating the preparation and logistical planning for various events (e.g. conferences, negotiations, missions, meetings, travels, appointments, etc.);

• Managing incoming correspondence and filter incoming inquiries (phone calls and emails) according to the Director's specific needs;

• Monitoring sensitive and confidential topics (e.g. department’s administrative and training budgets follow up; preparation and compilation of statistics; support on staff-related issues such as recruitments and internal transfers);

• Supervising other secretaries, defining their priorities and providing guidance in the execution of their tasks;

• When required, coordinate back up of Administrative Assistants during their absence to guarantee continuous business support;

• Supervising the accurate preparation, finalization and distribution of various documents (letters, notes, reports, minutes, graphs and presentation);

• Ensuring accuracy of all documents produced within the department in terms of language (both English and French), grammar and content applying effective proofreading;

• Responding to enquiries directed to the department and ensure allocation of enquiry to the appropriate individual to resolve the issue;

• Ensuring maintenance of current distribution lists for the divisions and/or the Department, distribute documents for the teams;

• Supervise effective and accurate filing and data management of all electronic and hard copy files, documents, data and other information for own organizational unit.

Your profile:

• Secondary level education completed with a 2-year certification in a relevant field.

• At least 2- 3 years’ experience as an Executive or Management Assistant.

• Strong IT skills (standard Office tools). Knowledge of PeopleSoft would be an advantage.

• Excellent knowledge of English and French, both in writing and speaking. Knowledge of another European language would be an advantage.

• Ability to prioritize and to work with tight deadlines.

• Having excellent interpersonal skills, you can work independently as well as within a team.

• You are rigorous with attention to detail, with sense of initiative and problem-solving approach.

Our client offers:

• An international organization

• A dynamic working environment

Interested in joining a European Institution? Please apply on line.

Your application will be treated with the strictest confidentiality.