General Secretariat - Executive Assistant (H / F / X)

Manpower Luxembourg S.A.; Konz; Hybrid; EUR 40.000 - 60.000; Vollzeit

Zusammenfassung

A staffing agency is seeking a Senior Executive and Operational Assistant to provide pivotal support to the Audit Committee. The role involves managing agendas, organizing meetings, and ensuring effective communication among stakeholders. The ideal candidate has 5+ years of experience in administrative support, strong proficiency in MS Office, and excellent English skills. This position offers a hybrid working model and gross hourly wages between €25.08 and €29.58.

Leistungen

41 days of leave per year

Remote work allowed

Initial contract of 2 months with potential extension

Qualifikationen

• At least 5 years of relevant professional experience in administrative or executive support roles.
• Strong service and customer orientation.
• Experience in an administrative environment.

Aufgaben

• Provide executive assistance to Audit Committee members and manage agendas.
• Prepare meeting minutes and ensure timely approval.
• Handle travel arrangements and manage the shared email inbox.

Kenntnisse

Service orientation

MS Office proficiency

Excellent English

Ausbildung

2-year certification in secretarial studies or business administration

Tools

MS Excel

MS Word

MS PowerPoint

SharePoint

PeopleSoft Financials

Jobbeschreibung

Client Description :

Manpower Luxembourg is seeking a senior executive and operational assistant for one of its clients. You will provide a full range of administrative and executive assistant tasks to contribute to efficiency and performance.

Job Description :

Executive and Operational Support :

• Provide executive assistance to Audit Committee (AC) members, the Head of Division, and the Head of Unit.
• Manage agendas for the AC and its Chair, coordinate appointments, and resolve scheduling conflicts.
• Organise AC and ECA Unit meetings (virtual, hybrid, and in-person), including logistical arrangements, document preparation, and follow-up.
• Handle travel arrangements, reimbursements, and emoluments for AC members.
• Prepare the structure for AC meeting minutes and circulate drafts for comments; ensure timely approval and filing in GED.

Administrative Coordination :

• Manage the shared email inbox and incoming correspondence, filtering and prioritising enquiries.
• Maintain and update databases; ensure efficient electronic filing of all AC documents and support data quality initiatives.
• Prepare and distribute meeting agendas, templates, and notes; ensure the AC portal is updated and used effectively for agenda and document management.
• Handle and process confidential information and prepare non-routine correspondence.
• Perform quality control of secretarial work and support the development and maintenance of the AC document repository.

Process and Monitoring :

• Ensure compliance with AC procedures and deadlines for document submission by all services.
• Monitor the timely execution of tasks under the AC and ECA Unit work programmes.
• Perform regular controls and follow-up on action points from AC meetings.
• Support the management of the external auditor framework agreement, including invoicing and engagement letters.

Stakeholder Engagement :

• Act as a liaison between the AC, Secretariat, ECA Unit, and services to ensure effective communication.
• Serve as a primary contact for internal and external stakeholders, handling diverse enquiries.
• Influence internal stakeholders to meet procedural requirements and deadlines, even without formal authority.

Work Programme Delivery :

• Contribute to the timely delivery of key outputs, including the Annual AC Report and other deliverables.
• Undertake administrative and ad hoc tasks as required to support daily operations.

Candidate Profile :

• Secondary education, with a 2-year certification in secretarial studies, business administration, or related field.
• At least 5 years of relevant professional experience, preferably in administrative or executive support roles.
• Strong service and customer orientation.
• Experience in an administrative environment.
• Proficiency in MS Office (Excel, Word, PowerPoint), and familiarity with the Bank’s document management system (GED), SharePoint, and PeopleSoft Financials.
• Excellent command of written and spoken English.

What Client Offers :

• Initial contract of 2 months, with potential extension up to 1 year.
• Hybrid working model: remote work allowed.
• 41 days of leave per year, including public holidays.
• Gross hourly wage ranging from €25.08 to €29.58, depending on experience.