Personal Assistant - Luxembourg

The Personal Assistant is responsible for a wide variety of duties, including typical secretarial duties such as managing e-mails and calendars, arranging travel plans and scheduling appointments. The Personal Assistant is also responsible for drafting correspondence , planning events, making reservations, processing expense reports, managing bills and coordinating with service providers. The Personal Assistant may also be required to travel periodically to support events and activities in person. Description Provide direct Executive and office management support to all members of the department, as directed by verbal or written instruction. Prepare travel schedules, book travel arrangements, and make reservations for senior management or executive staff in connection with departmental matters. Coordinate the logistical aspects of executive team programs, such as meetings, seminars, workshops, special projects, and events. Review all documents, reports, and correspondence prepared for signature of the executive team for format, content, grammar, and spelling, and make edits as necessary. Receive and screen all inbound telephone calls, e-mails, and visitors to the executive office; refer and/or redirect calls, e-mails, or visitors as applicable. Coordinate office activities; troubleshoot or escalate basic office administration issues. Receive incoming mail; review, evaluate, and distribute correspondence requiring priority attention of executive staff. Maintain daily appointment calendars of members of executive team. Complete expense reports, pay invoices, and other monetary duties. Assist with the preparation of presentations. Present a positive and professional image of the executive office to all visitors, suppliers, inquiries, and other interactions. Performance Indicators Follows through on direction without errors Finished outcome needs minimal revisions, if at all. Accuracy Thorough understanding of travel website and company guidelines Creation of travel booking in the most efficient and economical way. Reduction of cost due to change fees. Accuracy in multiple calendars to ensure smooth meeting flow. Completion of projects to the satisfaction of the meeting organizer or executive staff member. Review as needed ensuring it is free from errors. Knowledge of roles and responsibilities to ensure appropriate transfer. Thorough understanding of all locations and appropriate screening to protect direct line availability. Timely response to all phone calls with no dropping of calls or transfers to the wrong place. Polite and courteous phone voice as first impression of the company to outsiders. Ensure office is always stocked with supplies Set up employee events Notify HR if there are issues Determine appropriate person to receive mail. Ensure mail moves across various locations to avoid Knowledge of staff positions and roles to ensure accurate delivery. Knowledgeable on whereabouts of executives when needed. Responds to inquires of meetings and executive staff travel or meetings from other Executive staff members. Accurate processing of reports and computations Knowledge of ERP invoicing systems and process to ensure accurate and timely processing. Thorough understanding of assignment and presentation software Presentation ready with little to no changes needed. Responding to customer and guests in a courteous and quick manner. Ensuring guests are comfortable and meetings move along Minimum Qualifications: University degree in Business Administration, or an acceptable combination of education and progressively responsible experience. Other degrees Strong knowledge of general office procedures involving procurement, travel arrangements, budget management, reports, etc. Superior typing skills at 70-80 words per minute. Excellent writing skills, including proper spelling, grammar, and punctuation. Professional, responsive, and positive work attitude is essential. Minimum Experience: 3-5 years of direct work experience in an Personal Assistant capacity. Experience with productivity applications, including word processing, spreadsheets, e-mail clients, and presentation software. Superior time management skills, multitasking skills, and the ability to prioritize tasks with minimal supervision. Job-Specific Skills: Able to write and format moderately complex correspondence, including memos, letters, etc. High level of sound and independent judgment, reasoning, and discretion. Resourcefulness and flexibility. Previous experience in handling confidential or sensitive information; knowledge of applicable data privacy laws. General mathematical and budgeting skills. Able to maintain filing systems and basic databases. Meticulous records maintenance skills. Superior telephone manners and strong interpersonal skills. English proficiency required, other languages (German, Italian, Fre...

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