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Executive Secretary (m/f) Ref°670

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

We are currently looking for an Executive Secretary on a permanent, part-time contract (30 hours per week) to coordinate and organise the activities of the Direction (CEO, COO and CFAO) of our laboratory. You will provide day-to-day support, and contribute to the smooth running of operations and the optimization of administrative processeses.

 

ABOUT THE LABORATOIRE NATIONAL DE SANTE

 

The Laboratoire National de santé (LNS) is a public institution under the supervision of the Ministry of Health and Social Security in Luxembourg. As a multidisciplinary institute, the LNS is made up of four diagnostic departments in the fields of medical biology, microbiology, forensic medicine and health protection. It also hosts two national centers, one in the field of Pathology and the other in the field of Genetics. All activities are supported by support services forming the administrative and financial department.

The mission of the LNS is to develop analytical and scientific expertise related to the prevention, diagnosis and monitoring of human diseases and to act as a national control or reference laboratory, as well as to perform medico-legal tasks. The institution also contributes to the development, harmonization and promotion of technical laboratory methods in close collaboration with local and international analysis laboratories. As part of its responsibilities, the LNS also carries out research and teaching activities in collaboration with partners in Luxembourg and abroad.

With a modern infrastructure in line with recent developments in medical and analytical sciences, the LNS is an ambitious laboratory whose innovative projects strengthen its expertise in public health.

YOUR TASKS

 

You will be in charge of the following tasks:

  • Managing the phone switchboard, mail and email inboxes of the Direction;
  • Managing the CEO’s diary, including scheduling appointments, preparing files and following up on actions decided upon;
  • Organise and prepare internal and external meetings: booking rooms, drawing up the agenda, preparing materials, writing the minutes and following up on decisions taken;
  • Write, review and/or format various documents and official letters on behalf of the Direction;
  • Ensure the filing, archiving and document management of the secretariat;
  • Prepare and coordinate the sending of documents requiring signatures, ensuring their accuracy and efficient transmission;
  • Handle confidential information with discretion and professionalism;
  • Facilitate the flow of relevant information to internal staff to ensure effective and smooth communication;
  • Manage expense reports and ensure effective monitoring of expenses;
  • Assist the communications team in preparing and proofreading materials, coordinating publications and organising internal and external events;
  • Provide administrative support for the heads of administrative services, particularly on specific projects, document management, coordination and translation tasks.

The above list is not exhaustive and other tasks may be added depending on the needs of the department.

 

YOUR PROFILE

 

  • You ideally hold a baccalaureate in secretarial studies, in administration or equivalent;
  • You have at least 5 years’ professional experience in a similar role, ideally in the health sector;
  • You have excellent writing and summarising skills;
  • You have a keen sense of organisation and time and priority management, with the ability to manage several tasks simultaneously;
  • You are rigorous, with attention to detail, flexibility, integrity, discretion and a sense of responsibility;
  • You are able to interact with people at all levels of the hierarchy, proactively and autonomously;
  • You have a perfect command of written and spoken French and English. Knowledge of German and/or Luxembourgish will be considered an asset;
  • You have a perfect command of MS Office tools, including Word, PowerPoint and Excel.

 

If you meet the above profile and wish to apply, please submit your application (CV and covering letter) via our website. Your application will be treated confidentially.

In the final stages of the recruitment process, the successful candidate will be asked to provide supporting documents such as copies of diplomas and work certificates. An extract from the criminal record (bulletin no. 3) will also be required for consultation purposes.

 

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