Executive assistant M / F

Our client, a European institution, is looking for an Executive assistant who speaks english and french fluently. This temporary contract starts at the beginning of October at the latest.

Responsibilities :

• Serve as primary point of contact and liaison for the Department Head on complex and confidential issues, both internally and externally.
• Assist the Department Head in all administrative tasks by screening and distributing incoming documents and correspondence; scheduling and prioritising on behalf of the Department Head and preparing responses and / or ensuring appropriate follow-up.
• Organise the Department Head's agenda by scheduling appointments and organising complex meetings; ensure appropriate follow-up of managerial decisions and divisional action plans.
• Ensure good information flow and circulate information of diverse and confidential nature within the Department in order to assist the Department Head in the performance of his duties and keep departmental staff informed / updated.
• Draft / edit / finalise correspondence on request and documents requiring the Department Head's approval and / or signature, ensuring quality control; attend meetings where appropriate.
• Coordinate with the DGs secretariat and the secretariat of the other Department Heads, and maintain a good team spirit with the secretaries of the Department.
• Provide guidance to Department staff on administrative procedures; identify improvements and developments of existing methods and processes; suggest ways to streamline administrative procedures in order to enhance work organisation and effectiveness.
• Organise and update the Department Head's electronic filing system and, if requested, paper filing.
• Act as back-up of the DG's secretariat and, if necessary, the secretariat of the other Department Heads.
• Assist DG Secretariat in managing and updating Governing Bodies Action Points via dedicated IT tool.
• Manage multiple conflicting priorities without loss of composure in an autonomous manner.

Academic qualifications and professional skills :

APCT1_LU