Executive Assistant

As a collaboration between the Centre Hospitalier de Luxembourg (CHL) and LIH, the Luxembourg Clinical and Translational Research Centre (LCTR) aims to create a bridge between clinicians and researchers in the country, offering them the opportunity to develop their own translational clinical research projects, for the benefit of patients.
We are seeking an Executive Assistant. S/he will provide high-level administrative support to the Director, including managing calendars, scheduling meetings, coordinating travel arrangements, and preparing expense reports. S/he will serve as a primary point of contact for internal and external stakeholders, including government officials, research leaders, and partners. S/he will facilitate communication and maintains strong relationships on behalf of the Director of LCTR.

Key Accountabilities

• Act as the point of contact among executives, employees, LCTR stakeholders and other external partners,
• Manage information flow to and from the Director’s office, including screening and prioritizing incoming communications, and maintaining an organized filing system for documents and correspondence, and taking appropriate actions to ensure a professional and timely response,
• Strategic Communication: draft and edit correspondence, presentations, and other materials for the Director. Ensure accuracy and professionalism in all communications, reflecting the organization's mission and values,
• Coordinate special projects and initiatives as assigned by the Director, ensuring deadlines are met and objectives are achieved. This may involve research, analysis, and coordination with various teams,
• Plan, organize, and execute meetings, conferences, and events involving the LCTR. This includes preparing agendas, coordinating logistics, and ensuring smooth facilitation of discussions.  Regularly attend internal meetings and coordinate minutes. Stay informed about institutional strategy and research trends, best practices, and relevant developments to continually enhance job performance and effectiveness as an executive assistant,
• Organize and / or coordinate with other departmental assistants all institutional events such as high level visits (Ministry, external speakers, etc.),
• Stakeholder management: stay attuned to the cultural and political landscape of Luxembourg, as well as the broader region, to facilitate effective communication and collaboration with stakeholders. Build and maintain effective relationships with relevant public health bodies, industry, research institutes and partners nationally and internationally,
• Prepare, check and approve documents/reports according to internal procedures in the scope of his/her responsibility (Expenses, holidays, time-sheets etc.),
• Maintain office systems, including traditional and computerized document management and filing,
• Proof read documents in French, English and German,
• Provide additional support and assistance to the Director as needed, demonstrating flexibility and adaptability in responding to evolving priorities and requirements.

Key Skills, Experience and Qualifications

• Bachelor’s degree or equivalent (Bac + 3y)
• At least 5+ years of experience in a similar executive position
• Ambassador to the inside and outside world
• Ability to exercise sound judgment in dealing with confidential and sensitive information
• High level of emotional intelligence & ability to react with situational appropriateness
• Autonomy in organizing work & proactive attitude
• Attention to details and precision
• Ability to prioritize his/her tasks
• Proficiency in MS office suite and with document management system
• Be flexible on missions (multi tasks and multi persons) and working hours (depending on workload and meetings)
• Fluency and excellent writing skills in English and  French is mandatory, Luxembourgish and German preferred.
  
  
  

Gender Equality

The LIH is an equal opportunities employer. We are fully committed to removing any discriminatory barrier related to gender, and not only, in recruitment and career progression of our staff. The LIH is attentive to gender representation among its leadership staff and aims to eliminate obstacles to the recruitment and promotion of female leaders and their career development.