Senior Administrative Assistant (H/F) – Luxembourg


We are looking for an Administrative Assistant to join our team of consultants


  • Support the day-to-day administrative activities of the project: manage the calendar, screen incoming e-mails and assist the team with everyday secretarial tasks
  • Assist in the coordination/organisation of meetings; booking meeting rooms, preparing meeting agendas and appropriate supporting documents and ensuring information distribution
  • Assist in the accurate preparation, finalisation and distribution of presentations, letters and notes
  • Format and edit the periodical reports for the different levels of the hierarchy
  • Prepare in a timely and accurately manner regular and ad hoc MC and BoD notes
  • Support to set and manage priorities and ensure administrative coordination within project
  • In coordination with the Team Quality responsible ensure that a quality check has been performed to any document requiring at least a Project Manager’s signature and/or approval correspondence on various topics on his behalf and/or of other member of the team
  • Organise logistical/administrative aspects of trainings, conferences and missions for team members
  • In coordination with the Document controller handle and process if required information of diverse and confidential nature. Distribute and circulate information, reports or status updates in order to keep others informed
  • Work closely with the Operational Assistant(s) to ensure that procedures and deadlines are respected and that administrative procedures are standardised
  • Perform other support tasks upon request to assist the Team


  • The position requires a high degree of discretion, diplomacy and responsibility. Furthermore, strong organisational and planning skills, flexibility, a results orientated mind-set, autonomous thinking, judgement
  • Secondary level education, complemented with a 2-year certification in a relevant field (secretarial studies, business administration, accounting, economics, legal)
  • At least 8 years’ experience in an administrative support role, including at least 2 years in a personal assistant position
  • Experience working in a team managing an international project will be an advantage
  • Experience working in the construction industry will be an advantage
  • Autonomous secretarial work in an international team of 10-12 personnel
  • Experience in timely and accurately preparing reports and presentations for senior management
  • Fluent in English and French. Knowledge of a third language would be an advantage
  • Thorough knowledge of the Bank’s standard office tools (Word, Excel, and PowerPoint, GED) and very good knowledge and experience in the use of software applications/databases and reporting tools. Knowledge of software applications related to construction (PMWeb) and MS Project would be an advantage
  • Knowledge of an international organisation and administrative and operational procedures would be an advantage
  • Good understanding of activities and objectives of a building construction project would be an advantage


In addition to a contract with a personalized attractive salary, we offer you:

  • A personal contact with our Account Managers who visit you at the client’s site and resolve any issues you may have A chance to follow workshops or even obtain the prestigious PRINCE 7 accreditation
  • To enjoy client network opportunities and Advitek events, thus experiencing the best of both worlds; every employee is coached by an Account Manager, who has a great market knowledge and who provides helpful advice
  • Advitek takes your ambitions into account and keeps you informed about vacancies and opportunities
  • A great tailor-made remuneration package which can include a car, mobile phone subscription, daily allowance and health insurance plan options
  • A goodiebag when you join Advitek and each year you receive a Christmas gift for under your tree We celebrate you! Milestones are not forgotten with a surprise cake and fun present to thank you for your loyalty At Advitek we respect you for who you are
  • Here you are not a number, you are a person! On your birthday for example you receive a birthday card signed by us all.