Administrative Assistant

About the role

The International Relations Office of the University of Luxembourg is looking for an Administrative Assistant to provide comprehensive administrative and organisational support. You will be the first point of contact for internal and external stakeholders and will help ensure smooth operation of international programmes and partnerships.

Key responsibilities

• Act as the primary contact for stakeholders, handling email, phone and mail communications with discretion.
• Support onboarding and off‑boarding processes for staff and partners.
• Manage invoices, reimbursements and other financial administrative tasks.
• Maintain office supplies, equipment and draft or proofread communication materials.
• Organise professional trips, bookings and follow‑up activities.
• Schedule meetings, take minutes and ensure proper documentation and record‑keeping.
• Prepare and process mobility documents for Erasmus+ programmes and coordinate contract signatures for academic cooperation.
• Assist in the logistics of international events and maintain administrative systems.
• Support budget monitoring, track expenses, update spreadsheets and prepare basic financial summaries.
• Contribute to quality and process improvements within the office.

Required profile

• Relevant diploma or equivalent experience with at least 2 years of administrative support.
• Strong organisational, planning and multitasking abilities with attention to detail.
• Ability to handle confidential information discreetly.
• Knowledge of the Luxembourg higher‑education sector and/or internationalisation is an asset.
• Proficiency in English and French (C1); German (B1) is a plus.

Required skills

What we offer

• A modern, dynamic university environment with a personal and inclusive atmosphere.
• Multilingual and international character fostering professional growth.