FA-26017-SENIOR ADMINISTRATIVE ASSISTANT

Permanent contract | Hautscharage |

Are you passionate about research? So are we! Come and join us

The Luxembourg Institute of Science and Technology (LIST) is a Research and Technology Organization (RTO) active in the fields of materials, environment and IT. By transforming scientific knowledge into technologies, smart data and tools, LIST empowers citizens in their choices, public authorities in their decisions and businesses in their strategies.

Do you want to know more about LIST? Check our website: https://www.list.lu/

How will you contribute?

You will be mainly in charge of:

·        Provide daily administrative support to researchers with autonomy and precision under limited oversight.

·        Managing schedules, appointments, and meetings

·        Preparing and organizing documents, reports, and presentations.

·        Assisting with budget tracking, and financial documentation.

·        Coordinating travel arrangements and reimbursements.

·        Maintaining databases, filing systems,

·        Liaising with internal and external stakeholders, including collaborators and administrative departments.

·        Handling correspondence, emails, and communications

·        Assisting with the organization of workshops, conferences, and events

·        Ensure compliance with internal procedures and deadlines

·        Acts as a resource for colleagues, providing guidance and sharing best practices.

Is Your profile described below? Are you our future colleague? Apply now!

Education

Advanced technical or vocational qualification in area of work

Preferred 5-10 nb of years of experience in relevant topics

•              Hard skills

o    Proven experience in administrative or coordination roles (experience in a research or academic environment is an asset)

o    Strong organizational and time-management skills

o    Excellent written and verbal communication skills in English (additional languages are a plus)

o    Proficiency in MS Office tools (Word, Excel, Outlook, PowerPoint)

o    Ability to work independently while supporting multiple stakeholders

o    Detail-oriented, proactive, and service-minded

•              Soft skills

o    Discretion and confidentiality in handling sensitive information.

o    Attention to detail – ensuring accuracy in documents, reports, and administrative processes

o    Time management – meeting deadlines

o    Proactivity – anticipating needs and taking initiative to support research teams

o    Adaptability – ability to work with changing priorities and diverse projects

o    Discretion and confidentiality – handling sensitive research and administrative information responsibly

o    Problem-solving mindset – finding practical solutions

o    Team spirit – collaborating smoothly with researchers, administrators, and external stakeholders

o    Service-oriented attitude – strong willingness to support and facilitate researchers’ work

Language skills

•              Fluency in English (and French), both oral and written. Other relevant languages are an asset.

Your LIST benefits

·        An organization with a passion for impact and strong RDI partnerships in Luxembourg and Europe that works on responsible and independent research projects

·        Sustainable by design, empowering our belief that we play an essential role in paving the way to a green society

·        Innovative infrastructures and exceptional labs occupying more than 5,000 square metres, including innovations in all that we do

·        An environment encouraging curiosity, innovation and entrepreneurship in all areas

·        Personalized learning programme to foster our staff’s soft and technical skills

·        Multicultural and international work environment with more than 50 nationalities represented in our workforce

·        Diverse and inclusive work environment empowering our people to fulfil their personal and professional ambitions

·        Gender-friendly environment with multiple actions to attract, develop and retain women in science

·        32 days’ paid annual leave, 11 public holidays, 13-month salary, statutory health insurance

·        Flexible working hours, home working policy and access to Digital lunch vouchers

Apply online

Your application must include:

·        A motivation letter oriented towards the position and detailing your experience

·        A CV with contact details

·        Contact details of 2 references

Please apply ONLINE formally through the HR system. Applications by email will not be considered.

Application procedure and conditions

We kindly request applicants to provide their nationality for statistical purposes only, as part of our commitment to promoting diversity and ensuring equal opportunities in our workforce. This information will be kept confidential and will not be used for any discriminatory purposes.

LIST is dedicated to maintaining an inclusive work environment and is an equal opportunity employer. We are committed to attracting, hiring, and retaining a diverse workforce. All applicants will be considered for employment without discrimination based on national origin, race, colour, gender, sexual orientation, gender identity, marital status, religion, age, or disability.

Applications will be continuously reviewed until the position is filled. An assessment committee will thoroughly evaluate applications, adhering to guidelines designed to ensure equal opportunities. The primary criteria for selection will be the alignment of the applicant's existing skills and expertise with the requirements mentioned above.