Office Coordinator / Executive Assistant
Publiée le 24/05/2024
Greenfield Recruitment Luxembourg
Greenfield is pleased to assist a prominent global investment firm in Luxembourg in their search of their Office manager / Executive Assistant. Your role will mainly be to contribute to the smooth running of day-to-day operations, becoming an integral part of the Luxembourg team. By working closely with teams located across multiple jurisdictions, you will play a pivotal role in supporting the investing activities across the globe.
The Mandate
- Oversee office administration, providing essential support to the Luxembourg-based team
- Manage confidential documents, including legal papers and invoices
- Handle a high volume of incoming and outgoing mail and documentation
- Ensure completeness of corporate files (both physical and electronic) by coordinating with other offices of the Group, legal firms, and third parties
- Distribute documents and information to third-party advisors
- General administrative duties:
- Facilitate travel bookings
- Manage calendars, coordinate meetings across different time zones
- Handle expense reporting for the team
- Support in-office meetings (organization of meeting rooms, food and other supplies)
The Profile
- 3-4 years of relevant experience as Office Manager/ EA (in Financial services institutions preferably)
- Strong verbal and written communication skills in English – any French/German/Spanish is a plus to have
- Demonstrated history of integrity, discretion, and high-level competency
- Solution-driven mindset with a motivation to achieve results
- High trust, integrity and discretion
- Excellent organizational and interpersonal/communication skills
- Self-driven with attention to detail and a commitment to quality
- Ability to multitask and stay composed in a high-volume environment
- Ability to collaborate across multiple teams
- Proficiency in Microsoft Office suite (Excel, Word, Outlook, PowerPoint, etc.)