Administrative Assistant M H/F MANPOWER - LUXEMBOURG

Manpower is looking for an Administrative Assistant for a client specialized in European institutional activities, located in Luxembourg.

This role is ideal for someone highly organized, detail-oriented, and comfortable working in a dynamic environment with a strong operational and coordination focus. You will support the preparation, organization, and smooth execution of high-level meetings and events, ensuring all logistical aspects are managed with professionalism and autonomy.

Your missions :

- Assist in scheduling and organizing meetings with internal and external stakeholders (up to 200 participants), in physical, hybrid, and virtual formats (Teams, Webex).
- Coordinate meeting rooms, catering services, and virtual meeting setups.
- Confirm attendance and ensure participants are informed of schedules and locations.
- Prepare meeting rooms (seating plans, name tags, equipment, laptops, videoconferencing tools).
- Organize catering, taking into account dietary requirements.
- Facilitate access to premises (security lists, badges).
- Ensure meetings are ready to start on time and according to agreed standards.
- Provide on-site protocol support: welcome participants, answer practical requests, guide visitors, arrange taxis, print documents, etc.
- Draft and send invitations, save-the-date emails, reminders, and follow-ups.
- Maintain attendance lists and records of participants.
- Act as the main contact point for all logistical matters.
- Archive emails and documents accurately in dedicated systems.
- Report and follow up on meeting logistics with the officer/manager in charge.
- Provide administrative back-up to colleagues to ensure continuous business support.
Your profile :
- Strong organizational and planning skills with excellent attention to detail.
- Comfortable managing multiple tasks simultaneously in a fast-paced environment.
- Excellent communication and interpersonal skills.
- Service-oriented mindset with a professional and proactive attitude.
- Ability to work both independently and within a team of assistants.
- Good command of standard office and collaboration tools (email, calendars, virtual meeting platforms).
- Reliable, flexible, and able to adapt to changing priorities.
Interested in this opportunity ? Apply now !