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Executive Secretary (m/f) – ref. 228

Type of contract: Full-time and undetermined duration contract (CDI)

The Laboratoire national de santé is recruiting an Executive Secretary  at  a full time position (40h/week) with a permanent contract for the  department of Microbiology.

About the Laboratoire national de santé (LNS) and the Department of Microbiology:

The “Laboratoire national de santé” (LNS) is a public institution under the supervision of the Ministry of Health in Luxembourg. LNS is organized as a multidisciplinary institute and supported by a professional services team, the LNS includes four scientific departments in the fields of medical biology, microbiology, forensic medicine, and health protection, in addition to hosting the National Center of Pathology and the National Center of Genetics. The LNS is based at Dudelange, with state of the art, modern infrastructure in line with recent developments in medical sciences. Its objective is to develop scientific and analytical expertise related to the prevention, diagnosis, and monitoring of human diseases. Its ultimate mission is to serve patients and citizens and offer excellence in health care.

The department of Microbiology offers reference laboratory activities in partnership with various other public and private laboratories in the country. The department is nominated as National Reference Laboratory for Acute Respiratory Infections. At the same time, it works closely together with the Ministry of Health and the European Centre for Disease Prevention and Control (ECDC)

Profile

We are looking for a competent executive secretary to support the head of Microbiology department.

You will be responsible of organizing and maintaining the daily schedule and assist the head of the department by performing a variety of administrative tasks.

We are looking for a motivated professional with great time-management and multitasking abilities. We are expecting diligence and competence in the daily work to allow smooth running of the managerial responsibilities. The goal is to contribute to the efficiency of the overall management of the department by ensuring all assigned administrative duties are carried on timely and efficiently.

The perfect candidate will be a problem-solver and team player who will reflect the core values of LNS and contribute to the daily activities of the current administrative team in the department including participation in daily tasks if required.

Responsibilities

  • Maintain Head of the department agenda and assist in planning appointments, department meetings, etc.
  • Attend meetings with the team and external stakeholder, write and keep minutes
  • Receive and screen phone calls and redirect them when appropriate
  • Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
  • Handle confidential documents ensuring they remain secure
  • Contribute to daily processing of lab-related activities if required ( e.g. booking samples in lab electronic system)
  • Prepare invoices or financial statements and provide assistance in bookkeeping for departmental activities as research projects or other assignments
  • Maintain electronic and paper records ensuring information is organized and easily accessible
  • Conduct statistics and prepare reports as assigned

Required Qualifications

  • Holding at least a high school diploma (equivalent, Abitur, BAC, CESS, etc.) A degree in business administration or relative field is considered an asset
  • Proven experience as executive secretary or similar administrative role
  • Proficient in MS Office particularly Excel, Word and Outlook
  • Fluency in French and English is essential.  Strong team player with demonstrated communication skills (both verbal and written)
  • In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of laboratory field is an asset
  • Familiarity with basic research methods and reporting techniques
  • Excellent organizational and time-management skills
  • Multi-task and flexibility skills
  • Outstanding communication and negotiation abilities
  • Integrity and confidentiality

The above list is not exhaustive and further tasks could be added according to the needs of the department.

 

Prospective candidates are invited to contact Dr Tamir Abdelrahman, Head of Microbiology department +352 28 100 500 or via email tamir.abdelrahman@lns.etat.lu

If you meet the above profile requirements and wish to apply, please send your application (CV, letter of intent and copies of your degrees) by clicking on the application button below.

Applications will be processed in order of arrival. The utmost confidentiality will be granted to each application.