Administrative Assistant

il y a 1 semaine

Luxembourg Marks & Clerk Temps plein

Help shape the future of intellectual property

**Role Purpose**:
The Administrative Assistant plays a key role in our Luxembourg office, providing administrative support to the operational teams, support in facilities management as well as a professional reception service to internal and external clients.

**Principle Responsibilities**:
**Reception & Facilities Management**
- Be responsible for all matters related to the welcoming of clients, visitors, and external suppliers in a friendly and professional demeanour.
- Manage incoming phone calls, redirect to the appropriate individuals, and take messages, where necessary.
- Coordinate all incoming and outgoing mail, registered or fast courier deliveries (local and worldwide) and other packages on behalf of the company.
- Coordinate the booking of meeting rooms for internal and external meetings.
- Monitor and maintain office supplies inventory and place orders for office supplies and/or equipment, whenever necessary.
- Assist with building maintenance and coordinate building-related matters.
- Manage the parking organisation of the office.

**Administrative support to Operational teams**
- Provide administrative support to the Operational teams.
- Prepare reports and all relevant documents for the Operational teams whenever needed.
- Ensure that all relevant documents are saved in the company database and update the system, when required.
- Assist with any other administrative tasks, if and when needed, based on the needs of the company and the workload.

**Technical knowledge, professional qualifications and experience**:

- Previous experience in a similar position.
- Proficient in English and French. Any additional languages would be advantageous.
- Professional and friendly attitude
- Excellent communication skills with internal and external stakeholder's
- Exceptionally strong ownership and "can-do" attitude with a customer service oriented and operational mind-set.
- Excellent time management and organisational skills.
- Ability to manage high volumes of work efficiently and excellent attention to detail.
- Good knowledge of MS Office (Word, Excel, PowerPoint, and Outlook).

**Remuneration and benefits**:

- Competitive salary dependent on experience
- 28 days’ annual holiday, plus statutory holidays
- Complementary health insurance and life insurance
- Lunch vouchers
- Flexible working hours
- Hybrid working arrangement according to local legislation
- Training and development opportunities

**Location**:

- Luxembourg

**Permanent / Temporary**:

- Permanent

**Full / Part Time**
- Full Time

**Job Requirements**:

- Proficient in English and French. Any additional languages would be advantageous.
- Exceptionally strong ownership and "can-do" attitude with a customer service oriented and operational mind-set.
- Ability to manage high volumes of work efficiently and excellent attention to detail.

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