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Operations Assistant
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**About Ashurst**
Ashurst is a leading progressive global law firm with a rich history spanning more than 200 years. We are proud of our history and are future-focused, having expanded into new technologies through our NewLaw division, Ashurst Advance, and our consulting arm. Our in-depth understanding of our clients and commitment to providing excellent standards of service have seen us become a trusted adviser to local and global corporates, financial institutions and governments in all areas of commercial law.
**Job overview**
We are looking for an Operations Assistant to join our Luxembourg office.
You will provide operational support to all office personnel and ensure the efficient and effective coordination of daily activities to maintain smooth operations of the office, encompassing facilities coordination, reception tasks, and IT expertise.
**Facilities Management**
Mail, Courier, and Delivery Management:
- Manage incoming and outgoing mail, including postage and delivering registered mail to the post office;
- Arrange courier collections or deliveries and check and receipt deliveries.
Supply/Order Management:
- Monitor stock levels of cleaning, catering, office, and stationery supplies;
- Place orders with regular providers using the procurement tool;
- Shop for essentials at local supermarkets and cash and carry;
- Maintain office equipment, including printers (replenishing paper/toner), coffee machines (cleaning and supplies), and drinking water dispensers.
Day-to-Day Facility Management:
- Supervise office cleaning and external contractors;
- Liaise with Building Facilities Engineer and Maintenance to report any technical and electrical faults (HVAC, plumbing, etc.) and arrange for repairs when necessary;
- Assist in office/furniture moves.
**Reception Tasks**
Front Desk Coverage:
- Greet and welcome visitors, ensuring a professional and friendly reception;
- Manage access passes and visitor logs;
- Handle incoming calls and direct them to the appropriate personnel.
Meeting Room Management:
- Set up rooms for meetings, including partitioning, AV equipment, and provision of ad-hoc equipment;
- Organize, coordinate, and attend client and internal events and meetings, handling logistics and ensuring smooth execution (catering, welcoming visitors, registration, etc. ).
**IT Expertise**
IT Equipment Coordination:
- Provide and install hardware IT equipment (keyboards, mouse, headset, etc. );
- Offer ad-hoc simple IT support to office personnel;
- Ensure that office equipment is properly maintained and functioning;
Technical Support:
- Assist with basic troubleshooting and maintenance of office IT infrastructure;
- Coordinate with IT department for more complex technical issues and ensure timely resolution.
**Administrative support**
- Maintain and update records, databases, and filing systems;
- Assist with data entry for sustainability reporting;
- Support partners, lawyers and administrative assistants with daily administrative tasks.
**Experience, Skills & Qualifications Required**:
- 2-3 years of experience in a related field;
- Computer literacy, particularly with the Microsoft Office suite;
- Proficiency in English and French;
- A proactive "can do" approach, including accepting tasks outside the general scope of duties;
- Strong organizational skills, with the ability to plan and prioritize effectively to meet deadlines;
- Demonstrates initiative and a strong client focus, with a willingness to take ownership of tasks;
- Professional demeanour, approachable, and a team player;
- Methodical approach with high attention to detail, ensuring quality and completeness of work.
Business / Commercial Understanding Required
- Comprehensive understanding of the responsibilities of the role and awareness of how the department interacts with other areas of the firm.
Leadership
- Oversee the work of service providers and contractors in close collaboration with the management and Operations Procurement.
Problem Solving
- Encourage innovative thinking and creative problem-solving within the team;
- Operate with a moderate level of autonomy while receiving guidance from the administrative assistants.
Impact
- Regular interaction with various departments and external vendors and contractors;
- Contribute by performing tasks, assisting others, and implementing operational strategies.
**What makes Ashurst a great place to work?**
- A competitive remuneration with the flexibility to reward high performance;
- A supportive and inclusive work environment;
- A global professional development offering for all employees; and
- An industry-leading programme that celebrates diversity and inclusion.
