Executive assistant – secretary general department M/F

Join a high‑impact secretariat and support leaders at the heart of European decision‑making !
Our client, a European organisation in Luxembourg, is seeking an Executive Secretary to support the Secretary General and the Heads of three divisions. The role involves providing high‑quality administrative and organisational assistance within a dynamic, multicultural department of around 36 staff.

Main Responsibilities

  • Manage calendars, meetings, and contact lists for the Secretary General and Division Heads.
  • Coordinate daily administrative tasks and ensure smooth workflow across the department.
  • Prepare, edit, and format documents, correspondence, and presentations.
  • Organise board and committee meetings, conference calls, and internal/external events.
  • Attend meetings and draft minutes when required.
  • Handle document filing, database updates, and archiving.
  • Arrange business travel and manage expense claims.
  • Support recruitment and procurement by scheduling interviews and supplier meetings.
  • Act as back‑up to the Personal Assistant to the Secretary General.
  • Provide occasional support to the Management Board.

Profile

  • Bachelor’s degree preferred.
  • Minimum 3 years’ experience in a similar administrative role, ideally in an international setting.
  • Strong command of Outlook and MS Office; knowledge of WebEx, MS Teams, SharePoint or Oracle Fusion is an advantage.
  • Excellent written and spoken English; other EU languages are a plus.
  • Strong communication, teamwork, flexibility, and professionalism.


Contract Details

  • Temporary assignment
  • Duration: 5–6 months
  • Salary : TBD

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Summary

Job Type
Temporary
Industry
Public & Para Public
Location
Luxembourg - Kirchberg
Specialism
Financial Services
Pay
Depends on the profile
Ref:
1441445

Talk to a consultant

Talk to Sandra Brodier, the specialist consultant managing this position, located in Luxembourg
Hays, 65 Avenue de la Gare

Telephone: +352 268 654 50