Executive assistant - secretary general department M/F

Our client, a European organisation in Luxembourg, is seeking an Executive Secretary to support the Secretary General and the Heads of three divisions. The role involves providing high‑quality administrative and organisational assistance within a dynamic, multicultural department of around 36 staff.

Main Responsibilities

• Manage calendars, meetings, and contact lists for the Secretary General and Division Heads.
• Coordinate daily administrative tasks and ensure smooth workflow across the department.
• Prepare, edit, and format documents, correspondence, and presentations.
• Organise board and committee meetings, conference calls, and internal/external events.
• Attend meetings and draft minutes when required.
• Handle document filing, database updates, and archiving.
• Arrange business travel and manage expense claims.
• Support recruitment and procurement by scheduling interviews and supplier meetings.
• Act as back‑up to the Personal Assistant to the Secretary General.
• Provide occasional support to the Management Board.

Profile

• Bachelor's degree preferred.
• Minimum 3 years' experience in a similar administrative role, ideally in an international setting.
• Strong command of Outlook and MS Office; knowledge of WebEx, MS Teams, SharePoint or Oracle Fusion is an advantage.
• Excellent written and spoken English; other EU languages are a plus.
• Strong communication, teamwork, flexibility, and professionalism.

Contract Details

• Temporary assignment
• Duration: 5-6 months
• Salary : TBD