Administrative Assistant

New
  • Employment Type
    Full Time
  • Category
    Banking & Financial Services
  • External Reference
    A1H7R00000FSNEDQA4
  • Location
    Luxembourg

Client Description:

The Administrative Assistant will provide administrative assistance to the Head of Division and other colleagues in the team with the objective of contributing to the efficiency and performance of the team’s overall activity.



The Administrative Assistant will report to the Head of Division and will work in close cooperation with the other divisional assistant and with all members of the Division (Heads of Unit and Loan officers) as well as interface with other Divisions in the Department, other Departments and Directorates.


Responsibilities:

• Coordinate and provide office support and secretarial assistance to the HoD/HoUnit(s)/LOs assigned, in order to contribute to the effective day-to-day operation of the division

• Manage diary scheduling and all other logistical requirements (e.g. meetings, courses) for the division

• Coordinate and assist in the accurate preparation, finalisation and distribution of approval documents, letters, notes and presentations

• Coordinate assistant(s) work in order to accomplish deadlines and to avoid bottlenecks. In cooperation with the other assistant of the division, complete the activity report and distribute each week to the HoD and HoUs

• Contribute to the organisation of events, official visits, client meetings, interviews, etc.

• Perform maintenance of current distribution lists, phone/address lists of products/contacts/customers

• Ensure correct input of information in databases and extract data for reporting purposes on a regular basis and on the occasion of country meetings with VPs and related geographical Departments

• Editing and proof-reading of documents produced in own division to ensure accuracy and alignment with procedures

• Management of documents workflow of a specific process and ensure that deadlines are met during Loans appraisal cycle

• Ensure effective filing of all electronic and hard copy documents

• Create and maintain library of reference documents for the newly created division to encourage knowledge sharing.

• Cooperate with the other secretary of the division and the external offices to ensure an optimal coordination with respect to proposals workflow, missions and other events, and a smooth handling of workload.

• Provide back up for other absent assistants, within the division but also across FID (particularly the operational divisions of the Department).

• Interface with other Directorates/departments to follow up on workflow of projects and provide information on their progress as required.


Candidate Profile:

• 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

• At least 3 years of relevant professional experience in providing administrative support

• Excellent knowledge of standard MS Office Tools (Word, Excel, PowerPoint)

• Excellent knowledge of written and spoken English and a good command of French. Knowledge of other European languages would be a significant advantage.

• Strong sense of responsibility and initiative

• Very good organisational skills

• Rigorous and able to meet deadlines and priorities

• Able to draft routine correspondence and edit materials

• Good interpersonal skills

• Excellent team spirit


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