Administrative Assistant

Job DescriptionAdministrative Assistant (m/f) Employer: Embassy of the Grand Duchy of Luxembourg in Dublin (Ireland) Contract Type: Fixed-term Hours: 40 hours per week About the Role The Embassy of the Grand Duchy of Luxembourg in Dublin is seeking to recruit a highly organised, discreet, and proactive Administrative Assistant (m/f) to provide support to the Ambassador and, as required, to the Deputy Head of Mission and the wider Embassy team, and contribute to the smooth daily functioning of the Embassy. This position is well suited to a candidate with excellent administrative judgment, strong communication and organisational skills, and the ability to manage competing priorities in a diplomatic and multicultural environment. Main Duties and Responsibilities Manage the Ambassadors diary, appointments, travel, and meeting arrangements.

Handle incoming correspondence, prioritise requests, and ensure timely follow-up. Draft, proofread, and format official correspondence, notes, and routine communications. Prepare briefing materials, meeting files/dossiers, and supporting documentation as required.

Manage and maintain contact databases, records, filing systems, and document archives. Coordinate official and work visits, protocol arrangements, and logistical support for meetings and events. Support the planning and delivery of official, cultural, and public diplomacy events.

Assist with website and social media and other digital platform updates and provide broader communications support where required. Carry out from time to time any other duties assigned by the Head of Mission. Your Profile Essential Requirements You have a secondary school degree or higher or equivalent relevant professional experience.

You have excellent administrative, organisational, communication and time-management skills. You have excellent written and spoken skills in English and French. You have strong IT skills, including MS Office, Outlook, internet and AI powered research, and calendar management.

You have the ability to work independently and to take initiative, while contributing effectively to a small team. You have strong interpersonal, communication, and problem-solving skills. You have a high level of discretion, reliability, and confidentiality.

You are flexible to work outside normal office hours when required. You have a legal entitlement to live and work in Ireland prior to recruitment. Desirable Experience You have previous experience in an Embassy, government department, international organisation, or similar professional environment.

You have experience supporting a senior C-level executive, Ambassador, or Head of Office. You have experience with protocol, event organisation, or public diplomacy activities. You have experience in multilingual correspondence and stakeholder coordination.

What We Offer Full-time position (40 hours per week). Starting date: September 2026 or suitable. Fixed-term contract of one year, with a three-month probation period.

Contract extension may be possible, subject to organisational needs. Salary starting at €3,100 gross per month (the effective salary will be determined according to the candidates experience). An end-of-year bonus equivalent to one month's gross salary (pro-rated according to the number of months worked). 25 days of annual leave.

Please note that the labour law in force in Ireland governs the employment contract, including the remuneration. Data Protection All personal information received during the recruitment process will be handled in line with applicable GDPR requirements. How to Apply If you are interested in this vacancy, please send your CV, diplomas and relevant qualifications, together with a covering letter giving details of your current job, availability and reasons for applying by email, mentioning "VACANCY 2026", by the close of business on 21 August 2026.

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