Administrative Assistant (m/f)

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

Organisation data: International Relations Office
Job Number: UOL08347
Contract Type: Permanent
Schedule Type: Part Time
Work Hours 28.0 Hours per Week
Expected Start Date: 01/09/2026

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


About us
The University of Luxembourg is an international research university with a distinctly multilingual and interdisciplinary character.
Under the Vice-rector for Partnerships and International Relations, the International Relations Office is responsible for developing and coordinating the international relations and activities of the University of Luxembourg. This involves providing support and feedback to the University management on international issues and concluding international agreements. Key tasks of the Office include, but are not limited to, preparing and assessing agreements with international partner universities, administering and promoting Erasmus+ mobility projects, leading digitalization projects relative to Erasmus+ mobility, administering and promoting staff mobility, coordinating international visits to and from the University, promoting international opportunities for students and staff members, coordinating the EURAXESS Luxembourg network and hosting the initiatives of the University of the Greater Region.

Your role
Administrative and Organisation Support
• Act as a first point of contact for internal and external stakeholders, liaise with central services
• Handle incoming and outgoing communication (email, phone, mail) with discretion
• Provide guidance and support on administrative procedures
• Support onboarding and offboarding processes
• Manage invoices, reimbursements and administrative procedures
• Manage office supplies and equipment
• Draft, proofread and support communication materials
• Organise professional trips, including bookings and follow-up
• Organise meetings, take minutes and ensure proper documentation and record-keeping
Administrative Coordination and Data Management
• Prepare and process mobility documents for all generic Erasmus mobility
• Coordinate contract signatures for academic cooperation and ensure and administrative follow-up
• Assist to the organisation and logistics of activities and of selected international events, ensuring an efficient handling of all related administrative tasks
• Maintain and update administrative systems, ensuring accurate records and documentation
• Assist in budget-related tasks, including
• Tracking expenses against allocated budgets for activities and projects
• Maintaining budget monitoring spreadsheets and updating cost overview
• Supporting the preparation of basic financial summaries for reporting
• Contribute to quality and process improvements

Your profile
• Relevant diploma or equivalent experience, with a minimum of 2 years' experience in administrative support
• Organisational, planning and multitasking skills with attention to detail
• Ability to handle confidential information with discretion
• Knowledge of the Luxembourg higher education sector and/or internationalisation is an asset
• Proficiency in English and French (C1) is required. Good working knowledge of German (B1) would be considered an asset

We offer
• A modern, dynamic university with a personal and inclusive atmosphere. Multilingual and international character. Staff coming from more than 90 countries. Member of The Guild of European Research Intensive Universities
• An exceptional research environment, supported by skilled staff and high-quality equipment. Strong links to professional sectors and the Luxembourg labour market. A unique urban campus with excellent infrastructure
• A partner for society and industry. Cooperation with European institutions, innovative companies, the Financial Centre and a wide range of non-academic partners including ministries, local governments, associations, and 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: Part Time 28.0 Hours per Week
• Location: Belval Campus
• Internal Title: Administrative assistant
• Job Reference: UOL08347.