Administrative Assistant for the Project Management team - DA0118

The Administrative Assistant will mainly be responsible for providingadministrative support services to the project management team in order toensure effective and efficient operations.
rue Louis Rech 1, Entrée B, Dudelange 3555, Luxembourg
17/01/2018 17:19:39
Key Accountabilities

o        Provide administrative support to ensure that administrative and secretariat operations are maintained in an effective, up to date and accurate manner.

o        Organize and manage databases.

o        Prepare and track invoices under guidance of Project Management team.

o        Type correspondence, reports and other documents.

o        Follow up contract signatures.

o        Prepare and maintain offices files including data management, filing, etc.

o        Enter data from sample collection forms and/or sample processing forms into tracking docments and/or electronic Case Report Forms and participant logs.

o        Arrange internal and external meetings, including dates, room bookings, refreshments, agenda and equipment. Ensure relevant documents are available in advance of the meeting. Attend meetings, record minutes and submit minutes for approval when required.

o        Organize, maintain diaries and make appointments for Project Managers and Head of Department.

o        Provide full administrative support to Head of Department and Project Managers.

o        Undertake any ad hoc projects as and when required.

o        Perform other duties as required.


o        High level Knowledge of Administration (Bachelor’s degree or relevant experience).

o        Ability to perform administrative tasks with high level of accuracy.

o        Be flexible and able to prioritize (multi tasks and multi persons).

o        Good numeracy skills.

o        Analytical and problem solving skills.

o        Effective verbal, listening and effective written communication skills.

o        Effective organizational skills.

o        Understanding of confidentiality when handling personal data.

o        Stress management and time management skills.

o        Must be proficient in the use of computers relatives to technical equipment used and general office software (Microsoft Office (Word, Excel, PowerPoint)).

o        Language Skills : Must speak and write English fluently. Additional fluency in French and German would be preferred.

6 month fixed-term contract, full time, Entry date : immediate