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Administrative Assistant (f)


General:

  • Responsible for the day to day running of the office of the Chairman by monitoring his calendar, arranging meetings, preparing powerful presentations, reports, letters etc. 
  • Obtaining signatures and circulation/distribution of documents and follow-ups
  • Ensuring good accessibility as point of contact for the Chairman.
  • Updating and maintaining list of Directorships held by the management board members and contact lists.


Meeting organisation:

  • Drafting efficient and well-organised meeting schedules
  • Defining material submission deadlines, informing, coordinating and following up with contributors
  • Collecting, ensuring quality if needed and distributing meeting material packs
  • Ensuring all arrangements are in place
  • Work closely and effectively with the Management board members to inform about coming events and assist in following-up on actions
  • Arranging yearly committee assessments and assisting in the outcome presentation
  • Drafting convening notices to the shareholders


Travel and Expenses:

  • Travel booking for Management board members (arrange hotels and flights, process visas)
  • Arranging hotels for visitors and logistics if required (if event organised by the Executive PA)
  • Prepare travel expenses for the Management board members
  • Review and approve expenses of the direct reports to the Management board members (up to defined limits)
  • Monitor Company’s schedule of expenses and process online payments


Other:

  • Research, compile and analyse data and drafting certain deliverable (letters/memos, charts, tables, graphs, presentations)
  • Secretary to various meetings
  • Participate in ad-hoc assignments
  • Back-up support to Business Support team (travel and event arrangement)


Skills:

  • Proficiency in Outlook, Word, PowerPoint and Excel as well as Adobe acrobat professional
  • Fluent in verbal and written English, minimum French skills


Experience:

  • Min 2 years of experience in an executive level as personal assistant
  • Experience in organising and arranging travel and events


Key competencies:

  • Highly organised, ability to manage multiple tasks and prioritising schedules
  • Ability to work under pressure and to deliver on-time with higher standards
  • Ability to handle confidential information
  • Good attention to detail and quality
  • Proactive approach to problem-solving
  • Self-driven and pro active
  • Diplomatic and professional, good relationship builder on all levels
  • Very high reliability

 

Lieu   Luxembourg
Salaire Not communicated
Catégorie Secrétariat / Administration / Bureau
Termes CDI, Temps plein
Dernière mise à jour 29/03/2017
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