Administrative Support Junior

at  European Parliament EP infeurope SA

Job Type(s): Contract/Consultant
Location(s): Luxembourg - Luxembourg
infeurope is seeking a highly organized and proactive Administrative Assistant to support the Business Travel and Mobility Unit. The successful candidate will provide comprehensive administrative support across various operational functions, ensuring efficient and timely service delivery. This role requires excellent communication skills, attention to detail, and the ability to multitask in a fast-paced environment.
The candidate should have at least 2 years of experience.

KNOWLEDGE

• Certified secondary-level education and certificate/diploma of further studies in administration (minimum 2 years) or equivalent proven experience
• At least 2 years of experience in administrative assistance
• Fluency in English and French, min C1 level or equivalent

SKILLS

• Accuracy and respect of procedures
• Capacity and willingness to work in a team environment
• Strong sense of responsibility, initiative, integrity and commitment
• Service and customer orientation, including tact and politeness
• Ability to organise and prioritise workload, resistant to stress
• Reliability
• Flexibility and adaptability
• Result-oriented
• Good relational and communication skills in a multicultural environment

• Preparation of Expenses Reports: Collect the relevant information and documents and prepare the expenses claims on behalf of the travelers for reimbursement.
• Mailbox Management: Monitor and respond to inquiries in the common mailbox, ensuring prompt communication and efficient follow-up on requests.
• Occasional Transportation Requests: treat the transportation services requests, such as vans, minibuses, and buses, for occasional needs, ensuring schedules are met and service quality is maintained.
• Shuttle Service Coordination: Manage requests for the interinstitutional shuttle service between Luxembourg and Brussels, liaising with relevant stakeholders to ensure seamless operations.
• Invoice and Budget Management: Follow up on invoicing, track payments, and assist in the preparation and monitoring of budgets for transportation services.
• Support for Senior Staff: Provide administrative support to senior staff in their activities.