Team Assistant
il y a 4 semaines
Mileway is the umbrella name for a group of companies within the last mile logistics sector that are part of the investments of the Blackstone Real Estate Funds. In less than three years, Mileway has grown into Europe’s leader in last mile logistics real estate, with a 350-plus team across more than twenty offices in ten countries._
We’re looking for a proactive, driven new colleague as Team Assistant to join us on our adventure. Based in our Cloche d’Or Office in Luxembourg you’ll be part of a dynamic Office Services team, working alongside colleagues from all over the world. You’ll report directly to Office Manager and work closely with the Country Head and her Senior management team (Finance Operations managers)
**Objectives of Role**:
As our Team Assistant, you will manage the calendars of the Country Head and her Finance Operations managers and provide full administrative and calendar support to ensure the smooth management of the day to day business.
**Responsibilities** (including but are not limited to)
- Support the Luxembourg Country Head and her Finance Operations Department managers to effectively execute their daily requirements - proactively assisting in business planning and organizing, planning, and prioritizing work.
- Act as the point of contact between the executives and internal or external colleagues.
- Arrange internal and external meetings and agendas for the team. Be on top of what’s happening
- Manage and coordinate travel and accommodation booking.
- Carry out administrative office duties such as filing, typing, copying, binding, scanning etc.
- Organize meeting rooms, including setup and presentation.
- Prepare presentation for meetings, taking minutes if required.
- Arrange for signatures of directors when requested (original or via Docusign).
- Manage the expense reports and Mileage claims of the directors in a timely manner.
- Monitor and keep updated the board of the directors’ calendar.
- Assist the office manager in the organization of office events.
- Coordinate with the other team assistants of other offices in other countries by optimizing communication, developing, and maintaining a network.
- Continuously review operating practices and procedures in order to determine whether improvements can be made in areas such as agenda planning, travel, governance, reporting procedures, or expenditures.
- Perform other administrative duties within the Office services team when required.
- Communicate essential information to the Office services team
**Education & Key skill requirements**
- Minimum 3 years’ experience in a similar position (team assistant, Personal assistant, management assistant in a corporate environment is essential.)
- Perfectly fluent in English and a good level of French required. German and /or Luxembourgish is an asset
- Excellent presentation & confident telephone manners
- Highly organized with the ability to manage conflicting priorities
- High level of energy, enthusiasm and commitment
- Can do mentality with strong service orientation
- Ability to work well under pressure in a very dynamic international environment
- Strong attention to detail and the ability to multitask is essential
- Self-motivated and ability to work autonomously
- Our vision is to be the number one gateway to urban communities. To get there, we live our values: Drive, Trust, Grow, Together._
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