HR & Administrative Assistant
Tel: +352 26 10 42 51
Halian is looking for a “HR & Administrative Assistant” required in order to work for an EU Institution in Luxembourg. The HR & Administrative Assistant ensures the smooth operation of the HR and administrative processes. In this role, he/she will be supporting 3 Managers in traditional HR and administrative assistant duties. The right candidates for this role has ideally at least 3 years of experience supporting a team, has a flexible attitude. About the role • Recruitment: • Ensure updated job descriptions for all positions are available • Propose and manage HR policies and procedures • Communicate status on open positions to recruitment committee • Schedule interview and ensure structured feedback to proposing company • Keep collaboration portal up-to-date • Manage recruitment committee meeting • On- and off-boarding: • Manage logistics such as office furniture, laptops, desks, parking spaces, etc. • Manage user access rights • Newcomers welcome with premises and staff presentation • Maintain the organization and seating chart • General: • Produce detailed meeting minutes and follow-up of tasks • Process employees’ requests and provide relevant information • Produce monthly time-sheets and follow-up approval by customer • Follow-up on time registration • Manage approval and submission of expense • Create and maintain templates for structured communications • Communication and follow-up on organizational events such as newcomers/leavers, team events, etc. • Follow-up and report on execution of training plan • Planning and booking trainings • Manage training participation Key Skills & Background • 2+ years of relevant experience in an administrative capacity supporting a team • Excellent working knowledge of Microsoft Suite- including Excel, PowerPoint, Outlook and Visio • Experience supporting a large team of individuals • Good organizational and data management Skills • Strong communication skills, oral and written • High degree of professionalism • Must be able to meet deadlines while multi-tasking efficiently • Superb attention to detail • Fluent in English (written and spoken) is essential; Details • Location: Luxembourg • Contract: FTE • Start Date: ASAP • Legal statement: Only candidates with eligible work permit for Luxembourg will be considered for this position
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