Title:  Assistant DIPS and DIND

We are looking for a highly organized and proactive Senior Assistant to provide comprehensive administrative support to managers and directors. The role includes handling schedules and coordinate meetings and business social events, managing travel arrangements, processing expense reports, and ensuring smooth day-to-day operations within the executive team.
In addition, the Senior Assistant will oversee general administrative tasks, such as processing documents, obtaining apostilles and signatures, coordinating office cleaning and stocking and other ad hoc administrative tasks as needed.

Key Responsibilities

• Provide high-level administrative support to managers and directors, including managing schedules and coordinating meetings and business social events.
• Plan and organize domestic and international travel arrangements, including flights, accommodation, and local transportation with support of a travel agency.
• Prepare, process, and reconcile travel expense reports.
• Coordinate procurement needs, including creating purchase orders and processing supplier invoices in the system.
• Monitor and control budget-related expenses for the assigned department.
• Ensure full compliance with company policies, procedures, and applicable laws and regulations.
• Safeguard company assets, equipment, and resources entrusted to the role.
• Perform general administrative tasks, including processing documents, apostilles, and obtaining signatures.
• Coordinate office cleaning and stocking to maintain a functional and pleasant work environment.
• Handle ad hoc administrative tasks as required.

Candidate Profile

• Proven experience in an executive or senior administrative support role in Luxembourg.
• Excellent organizational and time-management skills.
• Strong communication skills, both written and verbal.
• Proficiency in MS Office and experience with expense management and ERP systems.
• High level of professionalism.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Fluency in English and French. Other European languages is an asset.