Administrative Assistant | Wecker | Fixed-term contract (6 months)

  • Employment Type
    Full Time
  • Job reference
  • Location
    Wecker, Luxembourg

Our agency specialised in the technical domain is looking for one Administrative Assistant within a company in Wecker.

Your mission:

  • You will be responsible for supporting the acquisition, successful management and completion of European Commission, ESA and NATO space programmes in the domain of technical engineering, operations and telecommunications
  • You will provide assistance and support to engineers, Project Managers and Technical Managers and CSM (Customer Service Manager) during the setup, realisation and closure phases of the Government & Institutional and Commercial proposals, projects and services
  • You will be integrated within an international multidisciplinary highly skilled team and will gradually take more responsibilities. Depending on the projects’ nature and scope, the assistant will be either in charge or acting in support of the bellow listed tasks:

  • Managing, organizing, and maintaining project documentation, performing consistency and accuracy checks before release, and ensuring all records and reports are up-to-date, properly filed, and accessible
  • Assisting with scheduling meetings, coordinating project timelines, organizing logistics for meetings, and taking minutes
  • Serving as a point of contact for project team communications, facilitating both internal and external communication, including correspondence with clients, vendors, and team members, handling queries, distributing news, and acting as a liaison between different teams and departments
  • Helping to track and order supplies and resources necessary for project completion, assisting with the procurement of supplies and services, tracking inventory, and monitoring project materials
  • Entering data into project management software and various systems, preparing reports, assisting with presentations and proposals, helping with the analysis of project data, and preparing and submitting configuration status and documentation reports
  • Assisting engineering staff with various tasks as needed, which may include drafting documents, creating spreadsheets, providing general administrative support, and preparing data packages for customer delivery
  • Assisting with budget tracking, expense reporting, processing invoices, and managing expense reports in accordance with financial practices. Coordinating with the finance team, project managers, technical managers and work package leads for billing and invoice triggering upon milestone achievement and preparing Project Milestone Achievement Certificates
  • Collaborating with engineers, work package leads, technical managers, project managers, customer service managers (CSM), project control teams, and legal, vendor management, and logistics teams for budget-related matters, legal issues, procurement, and shipment topics
  • Supporting the Quality Assurance team in setting up and administering documentation management numbering and archiving systems and preparing information training sessions for new staff as well as health & safety training sessions.

The job responsibilities outlined in this document are not exhaustive and may evolve over time and be reviewed according to business needs.

Your profile:

  • High School diploma or associated degree (BAC+2, BAC+3) in business administration, communications, or a related field
  • Several years of administrative experience, preferably in an engineering, technical, or project management environment (min. 3 years)
  • Fluency in English (level C1 min.), any other EU language is considered an asset
  • Eligibility to work under the EU/ESA security requirements of the programme
  • Proficiency in project management tools (e.g. MS Project), office software (e.g. MS Office Suite) and collaboration software (e.g. MS Sharepoint)
  • Strong written and verbal communication skills, with experience in preparing reports and conducting correspondence
  • Demonstrated ability to manage documentation, coordinate schedules, and meet deadlines
  • Experience working with cross-functional teams and the ability to collaborate effectively
  • Adaptability, attention to detail, and the ability to multitask are crucial
  • Previous experience working on EU, ESA or NATO missions will be considered an advantage

  • Capacity for pragmatic, structured, and solution-focused reasoning with a good analytical sense and the ability to synthesize information
  • Proven communication skills for conveying complex information through various means, coupled with strong coordination abilities for both internal and external stakeholders
  • Good understanding of internal, customer, and project management work processes, including proficiency with relevant software and engineering terminology
  • Excellent time management with the ability to set priorities and work under tight deadlines, including document handling and scheduling
  • Ability to work independently and as part of cross-functional, multicultural, and/or virtual teams with a proactive and positive attitude
  • Business orientation with a proactive approach towards potential and current customers
  • Quick learning and adaptability to new tools, processes, and a rapidly changing environment
  • Precision in documentation and reporting.

Branch External Name:

Adecco Technique & BTP - Esch sur Alzette