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Job Vacancy for an Embassy Secretary/Personal Assistant

Published Thursday March 07 2019

The Embassy of Luxembourg currently has a vacancy for a full time Assistant to provide administrative and secretarial support to the Ambassador and ensure the smooth day-to-day running of the Embassy. 

Any Indian or Foreign national fluent in English, French and Hindi, which are mandatory, can apply for this position. 

The Qualifications expected for the current vacancy as an „Embassy Secretary“ include:

Education:    University degree

Experience:  at least 5 years’ experience in a relevant secretarial / position.

  • Excellent secretarial skills, including touch and/or speed typing and proficiency with the Microsoft Office Suite
  • Excellent organisational skills, ability to respond to multiple simultaneous requests and a keen eye for detail.
  • Excellent written and verbal communication skills, Ease and good manners on the phone;
  • Protocol knowledge
  • Ability to multi-task and work as a team player in a multilingual environment.
  • Strong interpersonal skills, including the ability to be professional, courteous and deal directly with key players at a senior level both inside and outside the Embassy.
  • Versatility, ability to multitask.
  • Personal values (among others integrity, adaptability, initiative, team spirit)

Responsibility and Duties include all duties of an Embassy’s secretary : 

  • Typing and dictation of letters, speeches and emails to the screen.
  • Fielding phone calls and enquiries
  • Managing all incoming and outgoing correspondence.
  • Making travel arrangements for visits and meetings.
  • Support the Embassy’s Staff in Administrative management tasks
  • Act as first point of contact for phone calls and general queries.
  • General office management and monthly activities; data management and managing the contact lists.
  • Support to the Deputy Head of Mission and the Consul whenever necessary.
  • Some tasks in translating French/English to Hindi and communication.

The Luxembourg Embassy is seeking any eligible and qualified applicant with prior experience to apply for this position and the candidate shall send his/her application in the form of a motivation letter and CV by 21 March to   marked “Embassy Secretary”.