Executive Assistant

The Executive Assistant plays a key role in ensuring the smooth and efficient functioning of two strategic departments: the Translational Medicine Operations Hub (TMOH) and the Department of Medical Informatics (DMI).

This dynamic position provides high-level administrative support to the Directors, helping them stay focused on their core missions by managing day-to-day operations, coordinating communications, and facilitating seamless organizational workflows. It is an exciting opportunity for a proactive and detail-oriented professional to contribute to impactful biomedical research and innovation.

Part-time 50%

Key Accountabilities

• Act as the point of contact among executives, employees, clients and other external partners
• Screen phone calls and incoming (e)mails and take appropriate actions to ensure a professional and timely response
• Regularly attend internal meetings and draft minutes
• Make travel and accommodation arrangements
• 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
• Set up internal and external meetings, including calendars, room bookings, refreshments, equipment and ensure that relevant documents are available in due time
• Proof read documents in French, English and ideally German

Key Skills, Experience and Qualifications

• Bachelor’s degree or equivalent (Bac +2/3, BTS, DEUG)
• 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
• 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 is an asset
• Candidates will have an advantage if they have research experience in cancer, and risk prediction modelling.
Good writing skills in English.