Office Manager

il y a 4 semaines


Luxembourg Tikehau Capital Temps plein

**MISSIONS**:
**An exciting and highly visible Executive Assistant and Office Manager role, supporting the Head of the Luxembourg and the members of the office.
**Responsibilities include but are not limited to**:

- Manage office Administration on a day to day basis including:
Liaising with office service providers

Liaising with landlord

Liaising with internal finance and accounting teams as well as external accounting firm handling payments;
Maintaining record of all invoices and payments in line with company’s policy

Liaising with the company’s bankers;
Ensuring appropriate level of office supplies

Other ad hoc tasks as requested by the team.
- Manage personal schedule of the managers
- Complete all secretarial work; including phone coverage
- Manage meetings in the office and interaction with external visitors including organization of corporate events in and outside the office
- Coordinate travel and business trip planning, in close cooperation with the Travel Department on an end-to-end basis, including the preparation of travel expenses and reporting for the managers.
- Ensure all office operation related queries are dealt with and relevant problems are escalated to the Head of the Office.
- Assistance in the preparation of the KYC on Luxembourg entities
- Management of the signatures of the board members
- Mail management, delivery, filing, archiving
- Any other ad-hoc tasks or duties appointed or required by the company

**-**

Nous vous proposons de nous rejoindre en tant qu'Assistant de Direction et Office Manager, pour soutenir la Responsable de nos bureaux luxembourgeois et les membres de l'équipe.

**Les missions proposées sont les suivantes**:

- Gérer l'administration quotidienne du bureau, y compris:
Coordination avec les fournisseurs de services de bureau ;
Coordination avec le propriétaire ;
Coordination avec les équipes financières et comptables internes ainsi qu'avec le cabinet comptable externe ;
Gestion de la facturation et de tous les paiements conformément à la politique de l'entreprise ;
Coordination avec les banques ;
Gestion du stock et des commandes de fournitures de bureau et ;
Autres tâches ad hoc.
- Gestion et coordination des emplois du temps des gérants
- Effectuer tous les travaux de secrétariat, y compris l’accueil téléphonique
- Gérer les réunions physiques et accueil des visiteurs externes, incluant l'organisation d'événements d'entreprise internes et externes.
- Coordination de la planification des voyages et des déplacements professionnels, en étroite collaboration avec le département responsable des voyages, pendant tout le long, y compris la préparation des frais de voyage et des justificatifs pour les gérants.
- Prise en charge de toutes les questions relatives au fonctionnement du bureau sont traitées et transmission des problèmes pertinents au gérant.
- Assistance dans la préparation du KYC des entités luxembourgeoises.
- Gestion des signatures des membres du conseil d'administration/de gérance
- Gestion du courrier, distribution, classement, archivage
- Toute autre tâche ou fonction ad hoc désignée ou requise par la société

**PROFILE**:

- You are a graduate of an assistant training program and have a successful first experience in a similar position (3+ years PA/EA experience)
- Methodical, organized, rigorous and autonomous, you know how to prioritize tasks
- Your reliability and sense of confidentiality have been recognized and appreciated
- You master the Pack Office
- You are bilingual (French/English)
- You demonstrate versatility, curiosity, determination, and an ability to work in a team environment

**-**
- Vous êtes diplômé(e) d'une formation d'assistant(e) et avez une première expérience réussie dans un poste similaire (3 ans d'expérience minimum)
- Méthodique, organisé(e), rigoureux(se) et autonome, vous savez prioriser les tâches,
- Votre fiabilité et votre sens de la confidentialité ont été reconnus et appréciés,
- Vous maîtrisez le Pack Office
- Vous êtes bilingue (français/anglais)
- Vous faites preuve de polyvalence, de curiosité, de détermination et d'une capacité à travailler en équipe.


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