General Secretariat - Executive Assistant (M/F)

Description de l'entreprise

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.

Description de l'offre

For one of our clients, a European Institution located in Luxembourg Kirchberg, Sofitex Talent is currently looking for a:

General Secretariat - Executive Assistant (M/F)

As a (Senior) Executive and Operational Assistant, you will provide a full range of administrative and executive assistant tasks with a view to contributing to the efficiency and performance of the AC Secretariat’s and European Court of Auditors Unit’s activity. An advanced knowledge of the Bank's policies and procedures is important to perform the tasks efficiently. The post requires flexibility to work outside core hours when needed.

To provide high-level operational and executive assistance to the Audit Committee Secretariat and the Unit responsible for coordinating interactions with the European Court of Auditors (ECA). The role supports the achievement of strategic and operational objectives by executing a range of standard and non-standard tasks, applying sound judgement, and ensuring effective communication and coordination across internal and external stakeholders.

The position reports to the Head of Division and Head of Unit, with daily contact and task allocation from the senior operational assistant, and involves regular interaction with senior management, Audit Committee members, and external counterparts, including the European Court of Auditors.

Responsibilities:

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 the bank 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 bank services to ensure effective two-way communication.

- Serve as a primary point of contact for internal and external stakeholders, handling diverse telephone and email 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 of the AC Secretariat and ECA Unit.

- Undertake specific administrative and ad hoc tasks across the teams as required to support smooth daily operations.

Profil recherché

Academic qualifications and professional skills

•             Certified secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration);

•             Minimum of 5 years of relevant professional experience, preferably in an administrative or executive support role;

•             Strong service and customer orientation;

•             Relevant professional experience, of which some acquired in an administrative environment;

•             Excellent knowledge of advanced functions of the Bank’s standard office tools (notably Excel and Word and Power Point) and good knowledge of the Bank’s document management system (GED), SharePoint, and PeopleSoft Financials;

•             Excellent command of written and oral English.

Competencies

•             Achievement Drive: continually keeps an eye on performance, focusing on improving it, showing drive and determination to meet short and long-term goals.

•             Change Orientation: Adapts to differences and changes in the environment; takes a flexible approach to reach outcomes.

•             Collaboration: Works cooperatively as part of a team; works collaboratively with peers across organisational boundaries based on a genuine interest in and an accurate understanding of others and their individual perspectives and concerns.

•             Organisational Commitment: Is willing to commit to an organisation whose mission is to support Europe and is open to diversity, and to align her/his own behavior with the organisation’s needs and intrinsic values, acting with integrity in ways that promote the organisation’s mission, policies and rules.

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

Salary ranges between 3,833€ and 4,338€ gross per month, depending on experience.