CFA Office Operations (Executive Assistant) - KD0917

The Executive Assistant ensures the efficient operation of the Chief Financial and Administrative Officer (CFAO) office and supports the Executives and Non Executives in the area of administration and finance. The Executive Assistant assumes secretarial responsibility for the Executive Committee & the Board of Directors, oversees the receptions’ staff, checks Institute’s expenses report, manages the received donations and donors relationships and coordinates with insurers

Luxembourg Institute of Health
1A-B, rue Thomas Edison, Strassen 1445, Luxembourg
Key Accountabilities
  • Provide full administrative support to the CFAO office, (diary, phone calls, presentations, travels,  internal & external meetings etc.)
  • Regularily attend meetings and draft minutes (e.g. Executive Commiteee, Board of Directors, …)
  • Manage the reception desks and oversee the receptionists,
  • Check Institute expenses reports,
  • Manage the received donations and donors relationship,
  • Coordinate relationships with insurers
  • Maintain office systems, including traditional and computerized document management and filing, etc.
  • Be flexible on missions (multi-tasks and multi- persons)
KEY SKILLS, EXPERIENCE AND QUALIFICATIONS
  • Bachelor’s degree or equivalent (Bac +2/3, BTS, DEUG)
  • At least 5 years of experience in a similar position
  • Ambassador to the inside and outside world
  • Ability to exercise sound judgment in dealing with confidential and sensitive information
  • High level of emotional intelligence & ability to react with situational appropriateness
  • Autonomy in organizing work, proactive attitude
  • Ability to prioritize his/her tasks
  • Expertise in exchanges with administrative, governemental and scientific environments of Luxembourg is an asset
  • Proficiency in MS office suite and with document management system
  • Fluency and excellent writing skills in English and French is mandatory.  Luxembourgish and German is an asset
 
REF.: VD/EA0917/KHD/ADM REC
CDI - Full time - Available immediately