Job Tasks:
» Dealing with matters relating to the running of the office independently/with minimal supervision, while ensuring the office is presentable at all times.
» Gatekeeper and first point of contact
» Build collaborative relationships with internal parties such as IT, Finance, HR teams and other Office Managers and external parties such as law firms and tax advisors
» Extensive diary management
» Facilitating travel arrangements, including flights, trains, hotels, restaurants, and taxis
» Processing expenses
» Handling calls affably and efficiently
» Scheduling appointments and board meetings, both internally and externally
» Administrative tasks, including booking meeting rooms and lunches
» Arranging signatures and filing of documents on Sharepoint
» Arranging couriers, collecting, and distributing mail
» Collation and preparation of presentations, proposals, and contracts using Word, Excel, and PowerPoint
» Managing inboxes and email correspondence where necessary
» Maintaining contact database
» Assisting with administrative processes, maintaining up-to-date filing systems, updating excel schedules
Attributes/Technical Skills:
The ideal candidate should have the following:
» Articulate and diplomatic, remaining calm in a demanding environment
» Very detail focused and a team player
» Extensive organization skills, with ability to manage a number of tasks under demanding deadlines
» Demonstrate a flexible approach; understand the demands of a busy team
» Demonstrate a strong sense of urgency, with a proactive “get the job done” attitude, a desire to exceed expectations
» Strong interpersonal and written communication skills
» Advanced proficiency in Microsoft Office, particularly PowerPoint, Excel, Word, and Outlook
» Right to work in Luxembourg
The office hours for this role will be 9 AM – 6 PM, with a level of flexibility required, given the various jurisdictions and time zones where our offices are based.
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