Manpower is recruiting for one of its clients in Luxembourg, a European Institution: Administrative/Executive Assistant (M/W) 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 or Administrative 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 · ...
