Administrative assistant

About us
The University of Luxembourg is an international research university with a distinctly multilingual and interdisciplinary character.
The Luxembourg Centre for Socio-Environmental Systems strives to grow into an internationally recognised research hub for a sustainable and equitable world. Our goal is to help societies to transition to environmentally friendly and just conditions. At the core is the recognition that global environmental disruptions such as climate change, biodiversity loss, and resource depletion are closely linked with societal systems. To address these complex issues, we take a systemic approach and study the interconnectedness of human activities and the environment. Our mission is to develop sustainable, socially just, and environmentally friendly solutions by bridging disciplines and fostering collaboration between researchers, policymakers, and society.
Your role
Carry out day-to-day administrative tasks and services in line with University and Centre procedures, including travel management, purchase orders, invoice follow-up, reimbursements processing, budget monitoring
Handle incoming and outgoing communication, e.g., email, telephone, MS TEAMS, ensuring confidentiality, discretion, and timely follow-up on all requests
Assist with the organization of meetings, conferences, workshops, and visits
Liaise with central administrative services
Support recruitment processes
Assist with financial reporting for external funders

Your profile
University Degree - Bac +2/3
At least three years of experience in administrative or secretarial work
Demonstrated experience with event planning, e.g., conferences, seminars, workshops
Proficient use of MS Office tools, e.g., Word, Excel, PowerPoint, TEAMS
Previous experience working with SAP systems will be an asset
Knowledge of Power BI will be an asset
Strong organisational skills, with strong attention to detail and accuracy
Demonstrated initiative and ability to manage multiple tasks independently
A team player with a diplomatic, friendly, and service-oriented attitude
Reliable, proactive, and flexible in responding to changing priorities
Fluency in English is required. A good command of French or German is considered a strong asset.
Luxemburgish would be considered an advantage

We offer
A modern, dynamic university with a personal and inclusive atmosphere. Multilingual and international character. Staff coming from more than 90 countries. Member of The Guild of European Research Intensive Universities
An exceptional research environment, supported by skilled staff and high-quality equipment. Strong links to professional sectors and the Luxembourg labour market. A unique urban campus with excellent infrastructure
A partner for society and industry. Cooperation with European institutions, innovative companies, the Financial Centre and a wide range of non-academic partners including ministries, local governments, associations, and NGOs
How to apply
Applications should include:
Curriculum Vitae
Cover letter
Early application is highly encouraged, as the applications will be processed upon reception. Please apply ONLINE formally through the HR system. Applications by Email will not be considered.
All qualified individuals are encouraged to apply. In line with our values, the University of Luxembourg promotes an inclusive culture. We encourage applications from individuals of all backgrounds and are dedicated to upholding equality and respect for our employees and students.
General information:
Contract Type: Permanent
Work Hours: Full Time 40.0 Hours per Week
Location: Belval Campus
Internal Title: Administrative assistant
Job Reference: UOL08135

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