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Administrative Assistant, Marketing

SES

Betzdorf, Luxembourg

Context

This is a 5-month temporary contract (via temporary agency) starting as soon as possible. The Administrative Assistant in Marketing reports to the Vice President, Marketing and supports the Marketing Team. The role requires a person who can organize and coordinate day-to-day back-office activities to ensure smooth running of the team – acting as a key link in a team dispersed across many locations.

Responsibilities

  • Manage complex meeting schedules, organize and prioritize work flow, review and analyze requests and inquiries and liaison with other staff and outside clients as appropriate
  • Coordinate extensive international travel arrangements and act as liaison for communicating key information between leadership and teams during periods of travel
  • Handle expense account management for leadership team
  • Handle confidential and time sensitive materials
  • Preparation of presentation material and creation of other visual support tools
  • Gather and analyse information required for administrative reports
  • Take minutes in meetings where required
  • Manage the input of Direct Marketing and Opex budgets
  • Generating Purchase Orders and Processing invoices
  • Requesting quotes from suppliers when necessary
  • Coordinate project and/or development team facility needs and liaising with facilities staff to create new spaces and purchasing of items for these teams and/or spaces
  • Review, assess, route, answer, and monitor follow-up action items on correspondence
  • Coordinate and monitor key dates and deliverables for the leadership team on major projects
  • Liaise with clients, suppliers and staff
  • Provide support for some marketing activities including local events and the preparation of marketing materials and online activities

Experience/Qualifications

  • University degree in Business Administration, Marketing, Communications or equivalent
  • 2 years of relevant work experience with a multinational company in a responsible assistant role
  • Verbal and written communication skills in English are essential, working knowledge of regional languages an advantage
  • Able to anticipate issues as they arise for team members and provide pragmatic and effective solution in a timely manner. This requires knowledge of the company, its systems/processes and requires an attitude of persistence and adaptability
  • Ability to work successfully and collegially in a multi-cultural environment
  • Has the attitude to get a job done, persistence, networking, creative problem solving and self-motivation essential
  • Strong communications skills
  • Experience in budget processing and tracking, SAP experience an advantage
  • Strong PowerPoint presentation skills
  • Able to work across functional boundaries to maximize Marketing Team effectiveness
  • Good listening skills
  • Reliability
  • Able to manage stress (and the stress of others)
  • Willingness to learn and learn from others

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