Administrative assistant for the Dean's office (m/f)

Language: English (UK)
Location Esch-sur-Alzette
Country: Luxembourg

Organisation data: FHSE Faculty Administration
Job Number: UOL07760
Contract Type: Permanent
Schedule Type: Full Time
Work Hours 40.0 Hours per Week
Expected Start Date: 15/01/2026

Job Level: level 2
Expertise: Administration/ Corporate Functions
Job (internal): Administrative assistant
Functions: Administration
Role Type: Open Position

Your role
The jobholder will be the assistant to the Dean of the Faculty of Humanities, Education and Social Sciences (FHSE). In this capacity, the person supports the Dean's activities and works closely with the existing team of the Dean's office.
As an administrative assistant, you will be responsible to:
• Provide comprehensive administrative support to the Dean, including calendar management, travel arrangements, and correspondence
• Act as the first point of contact for internal and external stakeholders on behalf of the Dean
• Ensure smooth day-to-day operations of the Dean's office. Organize and coordinate meetings, events, and faculty-related activities
• Prepare and manage documentation, reports, presentations, and minutes
• Liaise with university departments, faculty members, and external partners
• Handle confidential information with professionalism and discretion
• Booking rooms and service providers for events, including catering (meetings, seminars, conferences)

Your profile
• At least 6 years professional experience in administration
• Fluent writing and editing skills in English and at least one of French or German. Luxembourgish is considered an asset
• Strong organizational skills with the ability to manage multiple projects simultaneously
• Analytical skills and attention to detail, sense of initiative, responsibility, and ability to prioritize
• Strong knowledge of MS office applications and the use of databases
• Knowledge of SAP and BI is an asset
• Good numerical skills and attention to detail
• Excellent communication skills, service oriented, team player
• Professional and collegial, reliable, can-do attitude

We offer
• Multilingual and international character. Modern institution with a personal atmosphere. Staff coming from 90 countries. Member of the “University of the Greater Region” (UniGR)
• A modern and dynamic university. High-quality equipment. Close ties to the business world and to the Luxembourg labour market. A unique urban site with excellent infrastructure
• A partner for society and industry. Cooperation with European institutions, innovative companies, the Financial Centre and with numerous non-academic partners such as ministries, local governments, associations, NGOs …

How to apply
Applications should include:
• Curriculum Vitae
• Cover letter
Early application is highly encouraged, as the applications will be processed upon reception. Please apply ONLINE formally through the HR system. Applications by Email will not be considered.
All qualified individuals are encouraged to apply. In line with our values, the University of Luxembourg promotes an inclusive culture. We encourage applications from individuals of all backgrounds and are dedicated to upholding equality and respect for our employees and students.
General information:
• Contract Type: Permanent
• Work Hours: Full Time 40.0 Hours per Week
• Location: Belval Campus
• Internal Title: Administrative assistant
• Job Reference: UOL07760

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