Operational Assistant H/F Sofitex

For one of our clients, a European Institution located in Luxembourg Kirchberg, Sofitex Talent is currently looking for an:

Operational Assistant

The Operational Assistant will provide comprehensive operational support and administrative assistance to the Head of Division, Heads of Unit and all division members supporting them in achievement of their duties and objectives. This includes but is not limited to (i) the archiving of documents, (ii) preparing invoices, (iii) distributing incoming mails/digital documents to team members (iv) organisation of meetings (iv) collection of signatures and (v) other administrative tasks.

The assistant will be part of a pool of assistants and will contribute in an autonomous and proactive way to the divisional activities.
S/he will provide operational and administrative support to the Corporate Divisions in PMM, including the following:

- Pro-actively contribute to the maintenance/update of the databases/lists/IT systems relevant for the Corporate Divisions. This entails timely and accurate filing/archiving;
- Distributing incoming mails/digital documents to team members;
- Ensure that staff in the Division respects the established procedures and templates and amend them as required by management;
- Assist HoD/HoUs/Monitoring Officers on specific tasks as required (e.g., preparation of PowerPoint presentations, editing and formatting Notes, preparing meetings, collect signatures, preparing invoices, etc.);
- Collect missing annual reports/Credit Information Packages of corporate counterparts.