Administrative Assistant

The University of Luxembourg is an international research university with a distinctly multilingual and interdisciplinary character.

The Interdisciplinary Centre for Security, Reliability and Trust (SnT) at the University of Luxembourg is a leading international research and innovation centre in secure, reliable and trustworthy ICT systems and services.
We play an instrumental role in Europe by fueling innovation through research partnerships with industry, boosting R&D investments leading to economic growth, and attracting highly qualified talent. We look for researchers from diverse academic backgrounds to contribute to our projects in areas such as: Network Security, Information Assurance, Model-driven Security, Cloud Computing, Cryptography, Satellite Systems, Vehicular Networks, and ICT Services & Applications.

Your role

Within the current SnT Administrative Assistants Team, provide assistance and support to research groups within SnT, such as

• Take charge of administrative tasks for the research groups and/or for the Centre in pair with a team colleague (e.g. Check and validate declaration of expenses, follow up invoices, purchase orders, travel requests, registration payments etc.)
• Provide dedicated assistance to a professor, head of a research group, with a predefined list of administrative tasks
• Contact with central services of the University (e.g. Finance and Accounting, IT, Infrastructures and Logistics)
• Organise meetings and events for research group related activities
• Organise the administration around PhD and MSc candidates (organize the meetings of the thesis supervision committees, follow-up of relevant reports and minutes, administrative organization of the thesis defenses, in coordination with the Student Department and the Office of Doctoral Studies)
• Produce accurate and timely correspondence, reports and presentations, as necessary
• Coordinate with SnT Administrative Assistants Team for office material
• Maintain complete and accurate records

Your profile

• Degree in Higher Education or high school degree and equivalent experience
• 2-4 years of relevant working experience, preferably in providing administrative support in large-scale companies / organizations.
• Previous work experience in public institutions is a strong asset
• Previous experience with managing travel coordination and providing support to event management is an asset
• Previous work experience in a financial institution is an asset
• Fluency in English.
• French, German and /or Luxembourgish would be considered as an asset
• High level of competency in Microsoft Word, Excel, PowerPoint, OneDrive, as well as in the new communication tools such as Microsoft Teams and Webex events/meetings.
• Excellent organizational skills with attention to detail and accuracy
• Reliable, intuitive and proactive
• Flexible, creative and “can do” attitude
• Able to work under pressure and set priorities
• Able to work autonomously
• Service-oriented with a high team spirit
• Having the qualities for pair working is a requirement

We offer

• Multilingual and international character. Modern institution with a personal atmosphere. Staff coming from 90 countries. Member of the “University of the Greater Region” (UniGR)
• A modern and dynamic university. High-quality equipment. Close ties to the business world and to the Luxembourg labour market. A unique urban site with excellent infrastructure
• A partner for society and industry. Cooperation with European institutions, innovative companies, the Financial Centre and with numerous non-academic partners such as ministries, local governments, associations, NGOs …

How to apply

Applications should include:

• Curriculum Vitae
• Cover letter

Early application is highly encouraged, as the applications will be processed upon reception. Please apply ONLINE formally through the HR system. Applications by Email will not be considered.

All qualified individuals are encouraged to apply. In line with our values, the University of Luxembourg promotes an inclusive culture. We encourage applications from individuals of all backgrounds and are dedicated to upholding equality and respect for our employees and students.

General information:

• Contract Type: Fixed Term Contract 24 Month
• Work Hours: Full Time 40.0 Hours per Week
• Location: Kirchberg Campus
• Internal Title: Administrative assistant
• Job Reference: UOL07089

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