The Operational assistant will coordinate and provide office support and secretarial assistance in order to contribute to the effective day-to-day operation of the Directorate/Department/Division.
Responsibilities
Assists in :
* Assist with general secretarial duties and administrative tasks, including organising meeting, events (booking meeting rooms and refreshments, requesting visitor access)
* Assist with updating and archiving of documents
* Assist with the creation of new Cercle clubs, manage club membership requests, and maintain ongoing interactions with the existing clubs. Monitor the reliability of statistics on Cercle memberships.
* Provide support with the Cercle Administration (ex. Committee meetings, AGM) and administrative support to the Cercle Executive Committee.
* Support the implementation of general Cercle actions and policies by working closely with the Senior Cercle Administrator.
* Assist with the organisation of specific events (ex. Cercle Open Day, Arts Exhibitions).
* Ensure back-up of Senior Cercle Administrator and Operational Assistant during their absence to guarantee business continuity of Cercle office if/when necessary.
Typical qualifications :
Secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration) or secondary level education with equally qualified experience in a relevant field.
(Senior) Operational Assistance Typical experience
- At least 3 years' experience in an administrative support role;
- Ability to work well under limited supervision and serve as a back-up to Cercle Administrator and Operational Assistant
- Proactive and good at taking initiative;
- Thorough knowledge of advanced functions of the standard office tools, notably Excel, Word, PowerPoint, Outlook etc;
- Strong organisational and planning skills
- Very good interpersonal skills
Please note that this assignment may be extended, in accordance with Luxembourgish law, for a maximum duration of 1 year.