Client Description:
MANPOWER Luxembourg SA is recruiting for one of his clients an European institution :
Job Description:
Team Assistant – interim / temporary
We are looking for a Team Assistant (interim) who will assist the Member of the Management Board, Deputy Managing Director, Chief Risk Officer, and his Department (38 staff members) providing full coordination, secretarial and administrative support.
Description for External Candidates
The Team Assistant (interim) will assist the Member of the Management Board, Deputy Managing Director, Chief Risk Officer, and his Department (38 staff members) providing full coordination, secretarial and administrative support.
KEY ACCOUNTABILITIES
The Team Assistant (interim) will plan, follow up and coordinate daily work of the Department related to coordination, secretarial and administrative support. More specifically, s/he will:
•
Arrange internal and external meetings, including the coordination of appointments, room and equipment bookings, updating agendas, and ensuring relevant documents are available in advance of meetings;
•
Handling the calendar of the Member of the Management Board, Deputy Managing Director, Chief Risk Officer and ensuring proper scheduling of meetings.
•
Make travel arrangements and claim the reimbursement of related expenses;
•
Manage incoming calls, emails and post mail, and take appropriate action to ensure a professional and timely response is given;
•
Set up conference/video calls;
•
Ensuring the organisation and follow-up of all the briefings of the Internal Risk Committee,
•
Ensuring the internal coordination related to the ESM governing bodies for the Department;
•
Prepare internal and external correspondence, edit and format documents and presentations;
•
Prepare and present documents for signature, ensure follow-up of documents after signature;
•
Act as back up to other Personal Assistants / Team Assistants when needed;
•
Support HR in arranging interviews during recruitment processes when needed;
Internal Use
•
Manage invoices in Oracle software as needed;
•
Store and manage documents on the internal document management system (SharePoint) and keep databases up-to-date.
Candidate Profile:
BACKGROUND & EXPERIENCE
•
Ideally educated to bachelor degree level
•
At least 5 years of experience in a similar position, ideally acquired in a multinational environment
•
Complete mastery of Outlook and MS-Office Suite (Outlook, Word, Excel and PowerPoint)
•
Some experience in the public sector would be an asset
•
Knowledge of SharePoint and Oracle Fusion would be an asset
•
Excellent oral and written English skills; any additional language would be an asset.
KEY COMPETENCIES
•
Good organisational skills
•
Strong sense of confidentiality and discretion
•
Communication and interpersonal skills
•
Team work and collaboration oriented
•
Resilience, flexibility and adaptability to changes
•
Inclusive and respectful of diversity
What Client Offers:
Expected start date: as soon as possible
•
Duration: 7 months
•
Employment grade: Support Staff/Senior Support