Type of contract: Temporary contract (CDD), part-time, 20 hours per week (mornings)
Start date: Immediate

The Mudam Luxembourg – Musée d’Art Moderne Grand-Duc Jean is seeking an Administrative Assistant for its Resource Development Department.

Opened in 2006 within a building designed by internationally renowned architect Ieoh Ming Pei, Mudam is Luxembourg’s contemporary art museum. Our mission is to collect, preserve, and present the most relevant contemporary art of our time and to make it accessible to a broad audience. We aim to be a leading player in promoting and fostering understanding of contemporary art through our exhibitions, publications, and artistic and educational programs. Our museum has always been a place of artistic creation and collaboration with artists.

Located in Europe at the heart of a cosmopolitan country home to no fewer than 179 nationalities, we seek to engage all communities and enhance their access to contemporary art. We are committed to making the museum a vibrant and welcoming place for dialogue, where contemporary societal issues can be explored and discussed. We strive for a more inclusive, tolerant, and responsible world in which museums play a vital role in passing cultural heritage on to future generations.

Under the direct supervision of the Head of Resource Development, the Administrative Assistant plays an essential role in supporting the department’s operations, both in the organization and implementation of events and the administrative follow-up of sponsorship files.

Your Role

Administrative support for the department

• Management and follow-up of contacts (CRM):
  • Collecting, managing, and updating the department’s database.
• Administrative follow-up of corporate event budgets:
  • Preparing purchase orders according to internal procedures.
  • Preparing and tracking invoices (follow-up, data entry, and archiving) in collaboration with the accounting department.
  • Managing catering commissions and related invoicing.
  • Managing the allocation of internal recharges (security, cleaning, etc.).
  • Recording income and expenses.
• Mudam Newsletter:
  • Gathering internal information from the department and sending it to the Communications Department.
• Managing various mailings related to the department.

Organization and follow-up of corporate events

• In collaboration with the Sponsorship Officer, setting up the annual and monthly tracking calendar.
• Entering requests into the tracking file.
• According to the specifications defined by the Sponsorship Officer: preparing quotes, sending pricing proposals, following up on signed contracts, and archiving them.
• Based on the chosen offer: preparing and following up on event organization needs.
• Coordinating relevant internal and external services.
• Organizing and monitoring deliveries and collection of equipment before and after events.

Sponsorship Support

• Developing and updating the partnership network:
  • Prospecting potential partners based on the guidelines set by the Head of Department.
  • Researching additional information on existing contacts.
• Managing sponsorship agreements:
  • Drafting partnership agreements and ensuring their signature according to department guidelines.
  • Setting up and monitoring deadlines related to agreements.
  • Drafting and sending solicitation or thank-you letters.
  • Administrative follow-up of annual benefits according to contractual terms.
  • Preparing and sending annual tax receipts.
• Events:
  • Preparing the guest list in close collaboration with the Sponsorship Officer.
  • Managing invitation mailings and tracking RSVPs.

Your Profile

• Degree in administrative management (Bac +2/3) or 5 years of relevant professional experience.
• Strong interest in culture, especially in the arts.
• Excellent organizational skills and proven experience coordinating events and teams.
• Strong administrative and budget management skills.
• Excellent interpersonal skills and ability to communicate with a wide range of audiences.
• Proven ability to work both independently and as part of a team.
• Excellent command of IT tools, especially Excel and Word.
• Strong attention to detail, pragmatism, and ability to handle stress.
• Knowledge of Microsoft Dynamics 365 CRM would be an advantage.
• Excellent written and spoken proficiency in French and English. Knowledge of Luxembourgish and German will be considered strong assets.
• Flexibility to work evenings or weekends, depending on event needs.

Mudam welcomes applications from candidates of diverse backgrounds, regardless of gender, religion, skin color, nationality, sexual orientation, or disability, in order to reflect Luxembourg’s diversity in both its staff and its audience.

If you are ready to take on a new challenge and join our dynamic and enriching Resource Development Department, please send your CV and cover letter in French or English, quoting the reference MUDAM / AssDR2024, to Frédéric Maraud, Human Resources Manager, at rh@mudam.com no later than 15 June 2025.

For any additional information, please contact: rh@mudam.com