Administrative Assistant
il y a 3 semaines
**Employment Type**
- Full Time
**Category**
- Banking & Financial Services
**External Reference**
- A1H6M000007KWZQQA2
**Location**
- Luxembourg
**Client Description**:
We are looking for an administrative assistant for one of our clients.
**Responsibilities**:
- ** Set up and morning checks**: Checking automatic hand sanitiser areas/ /alcohol wipe refill/ tea and coffee areas/kitchen areas/fridges and check of office floors/ photocopiers/bathrooms.
- ** Reception calls**:Responsible for taking phone calls and transferring/ taking messages as appropriate.
- **Post**: 3 x types of post - normal/courier within Luxembourg city and DHL - support staff with post enquiries and create and ensure post is sent out - previous knowledge of dealing with post in Luxembourg required for this job role.
- **Mail**: Collect and distribute out mail in office.
- ** Ordering Supplies**:Follow procedures to order/ store and process paperwork for ordering.
- **Invoices**:Check/Process invoices for the office. Follow procedures for recording data both paper and electronically using excel.
- **Suppliers**: develop a good relationship with suppliers
- **Admin requests**:Responsible for managing requests/problems off staff and dealing with these in an effective manner following company procedures**.**:
- ** Meet needs of guests**: Serve drinks/Wi-Fi access/taxi reservations/lunch reservations.
- ** Meeting rooms/ videoconferencing** **bookings**: Complete meeting room bookings/ and monitor meeting room bookings and ensure correct set up.
- ** Meetings**: Help with organisation for different departments for meetings during the year - preparation/ set up/ lunches/ snacks/ clearing away.
- ** Board Meetings**: Support with organisation and on the day help with board meetings - set up/ lunches/ breaks/ taxis/ Wi-Fi access/ queries and problems on the day.
- ** New staff**: Support the induction of new members of staff - work with IS to ensure all equipment is ready and sent out to staff/support induction to office and starting work.
- **Mobile phones**: Support with mobile phone questions and problems as they occur/ bolt on for staff when travelling.
- **Local pages**: Upload pages on the Intranet for the local pages for the Luxembourg office - work with HR Paris and Assistant Admin Manager to follow procedure.
- **Facilities**: Support with checks of the office and work with the cleaning company and building management to deal with any problems
- ** Storage**:Happy to move items and store items as needed in the cave area and appropriate place in the office.****:
- **Documents**: Store documents in a safe and correct place and follow procedure.
- ** Research skills**: Able to use search engines such as google/ amazon / local supplier websites etc.
- **Problem solving**: Flexible to adapt to different situations and tasks/problems arise daily.
- Organised
- Flexible
- Proactive
- French and English
- Microsoft Office
LI-FL1
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