General Secretariat - Administrative Assistant

À propos de nous

Sofitex Talent Recruitment
Fort d'une expérience de plus de 30 ans dans les Ressources Humaines, Sofitex est un réseau international de Travail Temporaire et de Placement en CDI. Sofitex fonde sa dynamique et son succès sur le professionnalisme de ses équipes, sa forte réactivité et sa proximité.

Mission

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

General Secretariat - Administrative Assistant

Objective of the mission

We are seeking a highly organized and detail-oriented assistant to support our team with the planning, coordination and execution of governing bodies’ meetings and events. This role is crucial in ensuring that all logistical aspects of governing bodies’ meetings are handled efficiently and professionally, with high degree of autonomy, allowing the rest of the team to focus on the discussions and decision-making.

The ideal candidate will have excellent communication and organizational skills, a keen attention to details, and the ability to manage multiple tasks in a fast-paced environment. She/he will work in a pool of assistants, offering learning opportunities to support the team on a wide variety of administrative tasks, and will be guided by corporate secretariat officers to perform the role.

If you thrive in a role that requires a blend of organization, problem-solving and multitasking, we encourage you to apply.

Key Responsibilities

• Meeting Coordination:
• Assist in scheduling and organizing meetings involving internal and external stakeholders, up to 200 participants, some being high level officials, in physical, hybrid and virtual format. (e.g. Microsoft Teams, Webex)
• Coordinate room booking, catering offer and virtual meeting setups
• Confirm attendance and ensure all required participants are aware of meeting schedules and locations.

• Logistics (Preparation and Meeting support):
• Ensure meetings are set up and ready on time, including seating arrangements and name tags
• Order and arrange catering services for in-person meetings, paying attention to dietary requirements
• Facilitate access to premises (i.e. security lists, badges)
• Prepare all meeting formats as “ready to start” on time, by but not limited to ensuring that the necessary equipment such as laptops, video conferencing tools are organized, and that virtual meetings are set up according to agreed standards.
• Attend meetings for protocolar support and provide a quality customer service (welcome participants, answer to enquiries such as booking meeting rooms or taxi for them, guiding them into the building, printing documents, etc…)

• Communication and Correspondence:
• Draft invitations, save-the-date, attendance lists
• Send reminders and follow-up messages to participants
• Serve as a main point of contact for logistical matters
• Maintain record of meeting participants
• Archive rigorously emails and documents in dedicated systems
• Keep track and report on the above to the officer/manager in charge of the meeting during/after the meeting

• Administrative backup:
• Ensure administrative back-up to his/her colleagues to guarantee continuous business support.

Profil

• • Certified secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration, protocol)
• • At least 5 years of relevant professional experience (meeting coordination role)
• • Strong customer orientation
• • Excellent knowledge of standard Microsoft Office tools (Outlook, Word, Excel, and PowerPoint) & meeting platforms (Teams, Webex). Interest on IT matters and digitalization would be an advantage
• • Excellent written and verbal communication skills in English. Good knowledge of another EU language would be an advantage. Ability to write clear and concise messages.
• • Strong organizational and multitasking skills, with the ability to prioritize tasks effectively
• • Ability to work independently as well as part of a team
• • Professional demeanor and ability to interact with senior leaders, clients and stakeholders
• • Ability to handle confidential information with discretion
• • Flexibility to accommodate varying schedules, with availability expected from time to time for early morning or late evening meetings

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

Salary ranges between 4,350€ and 5,100€ gross per month, depending on experience.