Executive Assistant English/Italian (M/F)

Company description

Sofitex Talent Recruitment
Fort d'une expérience de plus de 30 ans dans les Ressources Humaines, Sofitex est un réseau international de Travail Temporaire et de Placement en CDI. Sofitex fonde sa dynamique et son succès sur le professionnalisme de ses équipes, sa forte réactivité et sa proximité.

Job description

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

Executive Assistant English/Italian (M/F)

Your tasks:

• Provide quality and timely administrative support to the CEO.

• Maintaining and coordinating an effective calendar and filing system, ensuring the CEO’s competing demands are effectively managed.

• Managing and recording correspondence, both emails and letters, received and distributed via SharePoint.

• Coordinate and support the CEO’s scheduling and ongoing work with the Executive Team, including providing administrative support as required.

• Assist with planning major organizational events, such as annual conferences.

• Coordinate relevant staff responses and/or input into projects, programs, reports, correspondence, and matters.

• Produce high-quality reports, summaries, or other documentation for the use of the CEO, Board, and Executive Team.

• Support the CEO by proactively responding to inquiries from Board Members, stakeholders, staff, and other clients with a high level of discretion, maturity, diplomacy, and judgment, ensuring exceptional customer experience.

• Maintain a high level of awareness of matters coming into and out of the CEO’s office to effectively respond to inquiries and exercise sound judgment on the manner of response.

• Form a deep understanding of the group and senior management of key functions

• Prepare agendas and minutes of various internal and external meetings convened or attended by the CEO (or other agreed meetings).

• Organize all travel for the CEO, both local and international.

• Provide high-level administrative support to Executive Team members, as agreed with the CEO.

• Managing the CEO’s expense documentation, such as expense claims and credit card receipts.

Required profile

Must have:

• Minimum of 8 years’ experience as an executive assistant to senior management in a fast-paced office environment.

• College/University degree preferred, or equivalent work experience.

• Knowledge of the Fund’s industry

• Fluent in English and Italian; knowledge of French or German is an asset

• Tech-savvy; proficient in MS Office 365 programs; demonstrated experience creating presentations for executives; experience with Teams, SharePoint, Power BI, Salesforce a plus.

• Advanced proficiency in Excel required to create and manage complicated spreadsheets.

• Strong passion for emerging technologies, particularly AI.

• Excellent written and verbal communication skills.

• Exceptional attention to detail and adaptability.

• Solution oriented;

• Proactive approach and team player;

• Highly motivated, able to work efficiently under pressure;

• Ability to work in an international and multicultural environment;

• Taking ownership of tasks, excellent prioritization skills and a hands-on attitude

This is a great opportunity to start asap on a 6-month contract (renewable)

Salary: 50-55K/annual, depending on experience