General Secretariat - Administrative Assistant (M / F)

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 an :

Job Description : The (Senior) Administrative Assistant provides administrative assistance and assists in the day-to-day coordination of the activities related to Arts & Culture. S / he will work closely with the Head of Division and the consultants of the team.

Key Accountabilities :

• Support the Bank APM Team in the day-to-day administration of the relevant processes and procedures to facilitate its well-functioning
• Prepare / finalise letters and other documents and organise appropriate approvals and signatures,
• Provide administrative and secretarial assistance in the preparation of presentations and other relevant documents in accordance with the standard for the different types of documents (work on Canva, proofreading and translation, typesetting, creation of fiches and booklets),
• Take notes in meetings,
• Follow-up of key deadlines for the Division activities, including missions and events (esp. with the ADP)
• Manage updating of databases, (GED for general documents & activities; TMS for artworks move updates, extracting reports, adding new items, etc.)
• Assist in the preparation for various events, welcoming and guiding the guests (e.g. organising meetings, visits to the art storage, lunches, presentations, ADP restitutions of artwork with staff of art VIPs, guided tours, travels),
• Manage telephone coverage, mail / document distribution and dispatch, diary scheduling,
• Support administrative processes in Budget delivery for the Team :
• Procurement : collect, check and handle purchasing requests manually and in PeopleSoft Financial,
• Timely payment of invoices,
• IDs creation,
• Payment of invoices and their correct imputation timely,

Monitoring and reporting on backlogs (e.g. pending purchase orders and invoices, pending travel authorisations and expenses reports) Follow up on contracts creation, clauses and signature

Profil

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

Salary ranges between 3,800€ and 4,300€ gross per month, depending on experience.