Legal Directorate - Administrative Assistant (M/F)

Mission

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

Legal Directorate - Administrative Assistant (M/F)

The Assistant will report to the Head of Division and will work with all Division members (lawyers and assistants), other Directorates and interface with external contacts to support the Division's operation.

Accountabilities

• Prepare and finalize legal documents, notes and presentations while ensuring that agreed procedures and policies are being respected

• Assist and ensure follow-up of all procedures (e.g. prepare and circulate legal contributions to internal decision-making documents, prepare and distribute legal advice, ensure due circulation of documents, ensure electronic and paper archiving of legal advice provided)

• Carry out general secretarial duties and administrative tasks, including telephone coverage, mail/document control and distribution, filing, management of Division's budget, organisation of meetings, managing calendars

• Prepare draft correspondence on various topics for the Division, including notes, reports, presentations

• Provide administrative support to the Division where necessary assisting in the accurate preparation and processing /dispatching of documents; monitoring MC/BoD agenda including JU fiches, preparing or reviewing documentation and information for HoD approval/action

• Prepare and follow-up purchase requests for consultancy and take care of the administrative aspects in relation to external consultants

• Occasionally prepare business trips and participation in external events and follow-up related expense-reports

• Build and maintain good working relationships with other colleagues in the Directorate and the Bank

Profil

• Certified secondary level education, complemented with a 2-year certification in a relevant field (e.g. secretarial studies, business administration)

• At least 3 years of relevant, professional experience (i.e. in similar or related tasks); experience acquired as secretary/administrative or legal assistant in a law firm, corporate legal function, or any other legal environment, is a distinctive advantage

• Very good knowledge of the standard IT & office tools (particularly Word, Excel, PowerPoint, and Outlook), Acrobat, common office hardware (e.g. printing and scanning equipment); familiarity with Electronic Documents Management tools, electronic archiving, and reporting tools is an advantage

• Excellent knowledge of English is required

This is a great opportunity for a long term temporary contract (initial 2-month contract + extensions).

Salaire: 3350€ or 4250€ gross/month, depending on experience