FA-25030 – Administrative Support Team Leader

  • Belval, Esch an der Alzette
  • Unbefristet
  • Vollzeit
  • 1 Monat her
Job DescriptionFA-25030 – ADMINISTRATIVE SUPPORT TEAM LEADERPermanent contract | BelvalAre you passionate about research? So are we! Come and join usThe Luxembourg Institute of Science and Technology (LIST) is a Research and Technology Organization (RTO) active in the fields of materials, environment and IT. By transforming scientific knowledge into technologies, smart data and tools, LIST empowers citizens in their choices, public authorities in their decisions and businesses in their strategies.Do you want to know more about LIST? Check our website:Join Our Team as an Administrative Support LeaderAre you a natural organizer and problem-solver with a passion for driving team success? We’re looking for a dynamic Administrative Support professional to lead and coordinate our team’s daily operations.What you’ll do:
  • Align team goals and priorities with management to ensure everyone is moving in the same direction.
  • Develop clear plans and set daily operational objectives to keep the team focused and productive.
  • Identify challenges early and proactively find solutions to keep the workflow smooth.
  • Communicate effectively with internal teams and external partners to support seamless collaboration.
  • Provide hands-on leadership, guiding your team through daily tasks while making operational decisions that enhance efficiency.
  • Lead an office composed of different teams: Administrative assistance and reception, Travel, Information / documentation, and Administrative Support to Head of Units.
As part of the role, you will be mainly in charge of:
  • Collaborate with management to set clear team goals and priorities.
  • Develop work plans ensuring seamless administrative support and corporate secretarial operations to keep daily business running smoothly.
  • Take full accountability for your team’s operations, service standards, and the effectiveness of all administrative support services.
  • Drive team efficiency, maintaining high productivity, excellent service, and top-quality work.
  • Analyze and resolve operational challenges by leveraging your experience and deep understanding of the issues.
  • Promote continuous improvement by identifying best practices to enhance service quality and ensuring processes and tools remain user-friendly and effective for internal clients. Promote simplification of processes when possible and be solution-oriented to improve the level of service and increase processes’ efficiency.
  • Monitor team performance indicators to spot opportunities for increased efficiency and other enhancements.
  • Actively participate in improvement projects within your scope and across the Operations Unit or the Financial & Administrative Department.
  • Provide hands-on support and guidance to team members to help them excel in their roles.
Is Your profile described below? Are you our future colleague? Apply now!Your profile:
  • Master’s degree and at least 3 years of managerial experience.
  • Possess specialized knowledge of technical or operational practices in your field, supported by technical training, vocational diploma, or certification, along with 6 to 7 years of relevant experience.
  • Demonstrated expertise in work organization: skilled at defining work plans, allocating resources, scheduling tasks, and prioritizing effectively.
  • In-depth understanding of LIST’s operations and the connections between various departments and areas.
  • Strong analytical and organizational skills with great attention to detail, capable of preparing accurate and context-appropriate documentation.
  • Strong quality of service mindset.
  • Experience in project management.
  • Effective problem-solving and decision-making abilities.
  • Excellent communication and presentation skills, fluent in both French and English, orally and in writing.
  • Proficient in Microsoft Office and other specialized IT tools relevant to the role.
Your LIST benefits
  • An organization with a passion for impact and strong RDI partnerships in Luxembourg and Europe that works on responsible and independent research projects
  • Sustainable by design, empowering our belief that we play an essential role in paving the way to a green society
  • Innovative infrastructures and exceptional labs occupying more than 5,000 square metres, including innovations in all that we do
  • An environment encouraging curiosity, innovation and entrepreneurship in all areas
  • Personalized learning programme to foster our staff’s soft and technical skills
  • Multicultural and international work environment with more than 50 nationalities represented in our workforce
  • Diverse and inclusive work environment empowering our people to fulfill their personal and professional ambitions
  • Gender-friendly environment with multiple actions to attract, develop and retain women in science
  • 32 days’ paid annual leave, 11 public holidays, 13-month salary, statutory health insurance
  • Flexible working hours, home working policy and access to lunch vouchers
Apply onlineYour application must include:
  • A motivation letter oriented towards the position and detailing your experience;
  • A detailed CV
Please apply ONLINE formally through the HR system. Applications by email will not be considered.Application procedure and conditionsWe kindly request applicants to provide their nationality for statistical purposes only, as part of our commitment to promoting diversity and ensuring equal opportunities in our workforce. This information will be kept confidential and will not be used for any discriminatory purposes.LIST is dedicated to maintaining an inclusive work environment and is an equal opportunity employer. We are committed to attracting, hiring, and retaining a diverse workforce. All applicants will be considered for employment without discrimination based on national origin, race, colour, gender, sexual orientation, gender identity, marital status, religion, age, or disability.Applications will be continuously reviewed until the position is filled. An assessment committee will thoroughly evaluate applications, adhering to guidelines designed to ensure equal opportunities. The primary criteria for selection will be the alignment of the applicant's existing skills and expertise with the requirements mentioned above.

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