Chief Executive/Deputy Chief Executive - Administrative Assistant (M/F)

Mission

For one of our clients, a European Institution located in Luxembourg Kirchberg, Sofitex Talent is currently looking for an:

Chief Executive/Deputy Chief Executive - Administrative Assistant (M/F)

Purpose:

Within a prestigious international financial institution, the (Senior) Administrative Assistant reports to a Department Director, supports the smooth running of activities by providing secretarial and administrative assistance to the Department Director, and is the back-up of the other Administrative Assistants of the Directorate, as needed. The position generally requires physical presence at the office.

Operating network:

The (Senior) Administrative Assistant shall assist the Director and team members as well as act as back-up of the other teams' assistants in their absence, as needed.

Responsibilities:

The successful candidate shall perform general secretarial duties and administrative tasks. The successful candidate must understand the requirements around handling sensitive, confidential, and strictly confidential information. The successful candidate shall demonstrate flexibility and availability to cater to the Director's schedule and administrative needs. The successful candidate  have the following responsibilities:

•             Organising the Director's agenda/calendar

•             Organising meetings in Luxembourg with external counterparts;

•             Organising business trips and preparing the relevant expense reports;

•             Preparing presentations, due diligence dossiers and letters to external counterparts;

•             Preparing, distributing and following up reports and notes, incl. overview tables and quarterly reports when needed;

•             Organise team meetings, take & dispatch meeting minutes;

•             Drafting routine correspondence and edit materials;

•             Undertake related electronic (using the internal data storage system) and paper filing;

•             Communicate efficiently (face-to-face, phone, email) with the team members but also with internal as well as external clients; cooperate with the other teams' assistants and other interfaces;

•             Create and process requisitions/purchase orders/receipts for conference attendance, business meals, other relevant expenses;

•             Follow up on internal documentation throughout the approval process;

•             Produce and process counterparty consultation letters as required by the organisation procedures.

Profil

Qualifications:

•             Certified secondary level education;

•             Any additional certifications indicating specialisation would be an advantage;

•             Between 2 and 5 years of administrative experience in a financial, compliance and legal or audit environment and understanding of financial, compliance and legal documentation;

•             Experience in handling sensitive, confidential, and strictly confidential information;

•             Excellent knowledge of standard computer tools and MS Office tools (particularly Excel and PowerPoint);

•             Excellent written and spoken English; knowledge of French and/or other EU languages would be an advantage.

Personal Qualities:

•             Excellent organisational skills;

•             Excellent prioritisation skills;

•             Excellent team spirit and interpersonal skills;

•             Excellent verbal and written communication;

•             Strong sense of responsibility and initiative;

•             Sound judgement, specifically in handling sensitive, confidential, and strictly confidential information;

•             Ability to work reliably and accurately under pressure;

•             Strong personal commitment.

This is an opportunity for an initial contract of 2 months, with extensions afterwards.