Vacancy: Administrative Assistant

Position: Administrative Assistant (20 hours per week)


The English-Speaking Catholic Community of Luxembourg is seeking the assistance of one or more experienced individuals who can contribute to its administration and support the Priest.

The role of Administrative Assistant will be a part-time position working directly with the Priest and the volunteer members of the Community Pastoral Council and its Subcommittees.  The successful candidate will play a central role in implementing new business practices and governance procedures approved by the Community Pastoral Council. The role involves the day-to-day running of community activities and supporting the Priest.

The successful candidate will be a self-starter, be fluent in English, be proficient in Apple Works (Pages, Keynote, Numbers) and/or Microsoft Office (Word, PowerPoint, Excel), have exceptional organisational skills and be able to suggest improvements to the current process. Additional languages – principally French, German or Luxembourgish – will be considered an advantage.

Key duties include (but are not limited to):

  • Reception – answering and or directing incoming phone calls
  • Assisting parishioners with general enquiries
  • Database entry, maintenance and management
  • Diary and calendar management for the Priest
  • General entry of accounts into the provided software
  • Assisting with various parish meetings – preparing agenda, minute-taking if necessary , and tracking any actions
  • Attending selected meetings that take place outside regular office hours (subject to prior agreement between both parties)
  • General administration duties – filing, ordering office supplies, general tidiness of office area and any other ad hoc admin duties
  • Preparing weekly reports
  • Preparing weekly mass sheets
  • Updating content on the parish website
  • Supporting pastoral council members with any administrative queries
  • Preparing rotas for the church
  • Dealing with various stakeholders

Core competencies, knowledge and experience

  • Minimum of 3+ year experience in administration duties
  • Excellent organisational skills with a proven track record
  • Excellent communication skills with a very high level of written and spoken English
  • High level of proficiency in general computer office programmes
  • Highly flexible and proactive approach to work
  • Complete confidentiality and discretion when dealing with personal information
  • Ability to work as part of a team and contribute to the well-being of all team members
  • Valid work visa for the EU (if necessary)
  • Clean criminal record in Luxembourg and in any other country in which the candidate has been resident during the last five years

Applications can be submitted via e-mail to:

Applications close: Wednesday 9 May 2018