FA-25031 – RECEPTION AND ADMINISTRATIVE ASSISTANT

Fixed term contract | 12 months | Belval

Are you passionate about research? So are we! Come and join us

The Luxembourg Institute of Science and Technology (LIST) is a Research and Technology Organization (RTO) active in the fields of materials, environment and IT. By transforming scientific knowledge into technologies, smart data and tools, LIST empowers citizens in their choices, public authorities in their decisions and businesses in their strategies.

Do you want to know more about LIST? Check our website: https://www.list.lu/

How will you contribute?

As part of the Reception Team, you will:

• Welcome visitors at LIST, Luxinnovation, and DeWidong with a friendly smile, preparing visitor badges to ensure smooth access.
• Manage telephone reception, handling calls efficiently and professionally.
• Provide helpful information to visitors, making their experience welcoming and easy.
• Serve as the key interface between internal teams and external partners such as Luxinnovation, DeWidong, and suppliers using reception services.
• Open and close the showroom, ensuring everything runs seamlessly.
• Receive and sort incoming mail and parcels promptly.
• Manage the Reception mailbox, ensuring timely responses and follow-ups.
• Organize the Reception schedule and maintain visit management software with accurate, up-to-date data.
• Participate actively in security procedures to keep our workplace safe.

As an Administrative Assistant, you will:

• Scan and register incoming mail and invoices into mail management software, distributing them to the right recipients.
• Enter and track purchase requisitions with attention to detail.
• Manage parking lot access to ensure smooth and secure vehicle flow.
• Oversee the provision of beverages in meeting rooms and coordinate catering services for meetings.
• Process data with accuracy — inputting, verifying, and updating databases as needed.
• Compile, update, classify, and archive both physical and electronic documents and files to keep information organized and accessible.

Is Your profile described below? Are you our future colleague? Apply now!

Education & Background

• You hold a high school diploma (Bac) or a Bac+2 qualification in Administrative Assistance or a related field.
• You may already have your first professional experience or internship in a similar position – and if not, you’re eager to grow into it!

Your Strengths

• You’re reliable, responsive, and flexible – always ready to support when and where it’s needed.
• You’re a multitasker who can juggle several priorities at once, even in a fast-paced environment with frequent interruptions.
• Adaptability is your strength, and you handle changes with ease.
• You stay organized and know how to prioritize tasks effectively to meet deadlines.
• You’re autonomous and proactive, with a strong sense of responsibility and initiative.
• Communication comes naturally to you – you're clear, efficient, and approachable.
• Discretion and confidentiality are second nature to you.
• You work well under pressure and know how to keep calm and focused in stressful situations.
• You’re meticulous with details and take pride in producing high-quality, accurate work.
• You have a sharp eye for formatting, layout, and spelling, and you're comfortable reviewing and preparing documents.
• Sorting, classifying, and prioritizing information? That’s your thing.

Digital Skills

• You’re comfortable using professional email systems.
• You have strong command of the Microsoft Office suite (especially Word, Excel, Outlook, and PowerPoint) and Adobe Acrobat.

Languages

• You’re fluent in French, both written and spoken.
• You have solid English skills (minimum B2 level), and you're confident using them at work.
• Bonus: Any knowledge of German or Luxembourgish is a definite plus!

Your LIST benefits

• An organization with a passion for impact and strong RDI partnerships in Luxembourg and Europe that works on responsible and independent research projects
• Sustainable by design, empowering our belief that we play an essential role in paving the way to a green society
• Innovative infrastructures and exceptional labs occupying more than 5,000 square metres, including innovations in all that we do
• An environment encouraging curiosity, innovation and entrepreneurship in all areas
• Personalized learning programme to foster our staff’s soft and technical skills
• Multicultural and international work environment with more than 50 nationalities represented in our workforce
• Diverse and inclusive work environment empowering our people to fulfill their personal and professional ambitions
• Gender-friendly environment with multiple actions to attract, develop and retain women in science
• 32 days’ paid annual leave, 11 public holidays, 13-month salary, statutory health insurance
• Flexible working hours, home working policy and access to lunch vouchers

Apply online

Your application must include:

• A motivation letter oriented towards the position and detailing your experience;
• A detailed CV

Please apply ONLINE formally through the HR system. Applications by email will not be considered.

Application procedure and conditions

We kindly request applicants to provide their nationality for statistical purposes only, as part of our commitment to promoting diversity and ensuring equal opportunities in our workforce. This information will be kept confidential and will not be used for any discriminatory purposes.

LIST is dedicated to maintaining an inclusive work environment and is an equal opportunity employer. We are committed to attracting, hiring, and retaining a diverse workforce. All applicants will be considered for employment without discrimination based on national origin, race, colour, gender, sexual orientation, gender identity, marital status, religion, age, or disability.

Applications will be continuously reviewed until the position is filled. An assessment committee will thoroughly evaluate applications, adhering to guidelines designed to ensure equal opportunities. The primary criteria for selection will be the alignment of the applicant's existing skills and expertise with the requirements mentioned above.