General Secretariat - Operational Assistant (H/F/X)

Manpower is recruiting an  Operational Assistantt (M/F/X) to join one of its clients, a leading European institution based in Luxembourg.

Job Description:

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  Executive & Operational Support

  
  


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  Provide executive assistance to senior management and committee members

  
  


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  Manage complex calendars, coordinate appointments, and resolve scheduling conflicts

  
  


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  Organise virtual, hybrid, and in-person meetings, ensuring logistics, document preparation, and follow-up

  
  


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  Handle travel arrangements, reimbursements, and administrative allowances

  
  


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  Prepare the structure of meeting minutes, circulate drafts, collect comments, and ensure timely approval and filing

  
  


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  Administrative Coordination

  
  


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  Manage shared inboxes and prioritise incoming correspondence

  
  


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  Maintain and update internal databases; ensure efficient electronic filing (GED)

  
  


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  Prepare meeting agendas, templates, notes, and ensure timely publication on internal portals

  
  


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  Handle confidential information and prepare non-routine correspondence

  
  


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  Perform quality checks on documents and support the maintenance of documentation repositories

  
  


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  Process & Monitoring

  
  


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  Ensure compliance with internal procedures and deadlines for document submission

  
  


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  Monitor progress on work programmes and follow up on action points

  
  


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  Support the administration of framework agreements, including invoicing and documentation

  
  


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  Conduct regular checks to ensure alignment with internal control and governance standards

  
  


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  Stakeholder Engagement

  
  


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  Act as liaison between the governance teams and internal services

  
  


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  Serve as a key point of contact for internal and external stakeholders

  
  


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  Promote procedural compliance and deadlines across departments, even without formal authority

  
  


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  Work Programme Delivery

  
  


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  Contribute to the timely preparation of annual governance reports and other deliverables

  
  


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  Provide ad-hoc administrative support to ensure smooth daily operations

  
  

Candidate Profile:

 Profile & Skills

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  Secondary education completed with a 2-year certification in secretarial studies or business administration

  
  


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  Minimum 5 years of relevant experience in administrative or executive support roles

  
  


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  Strong service orientation and ability to manage complex workflows

  
  


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  Excellent command of English (spoken and written)

  
  


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  Proficiency with MS Office (Excel, Word, PowerPoint), GED, SharePoint, and PeopleSoft Financials

  
  


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   Competencies

  
  


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  Achievement Drive – Strong focus on delivering high-quality results

  
  


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  Change Orientation – Adaptable and flexible in dynamic environments

  
  


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  Collaboration – Excellent team player with strong interpersonal skills

  
  


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  Organisational Commitment – Acts with integrity and aligns with institutional values

  
  

What Client Offers:



Interested in joining a European Institution ? Apply now !