Office Manager

Job Type:
Permanent

Build a brilliant future with Hiscox

Job Title: Office Manager (gn)

Location: Luxembourg

Reports to: Europe Chief Risk Officer

About Hiscox

Hiscox is an international specialist insurer and reinsurer. We provide market-leading products and excellent service to individuals and businesses with unusual and often complex insurance needs. A FTSE 250 company, we can trace our roots to the Lloyd’s market in 1901. We employ over 2,200 highly professional staff, have offices in 11 countries, and customers all over the world.

We insure the unique and the interesting — and we look for the same in our people. Hiscox is full of smart, reliable individuals who care about customers and each other. We believe in doing the right thing, making good, and rebuilding when things go wrong. We encourage creativity, challenge the status quo, and constantly seek to evolve.

Key Responsibilities

Office Management (60%)
- Manage office supplies inventory and place orders as needed.
- Ensure smooth operation and maintenance of office assets (furniture, IT hardware, rental equipment, etc.).
- Manage office-related vendors, service providers, and building management including orders, deliveries, contracts, and annual negotiations (food, stationery, cleaning, maintenance, etc.).
- Coordinate records management and physical archiving.
- Ensure all safety documentation is up to date.
- Organise meetings, appointments, and office events.
- Maintain office policies and procedures and ensure compliance.
- Handle incoming and outgoing correspondence and communications.
- Ensure the office environment is clean, safe, and welcoming.
- Support budgeting and expense tracking for office operations.
- Assist with onboarding of new employees.
- Create and maintain a positive office atmosphere (health and quality of work life).

Personal Assistant & Corporate Affairs Support (40%)
- Provide diary, travel, and expense management support to the Chief Risk Officer for Europe.
- Organise internal and external meetings and events, including logistics and catering.
- Prepare, send, and follow up on official notifications and correspondence to national authorities (CAA, ACA, RCS, etc.).
- Handle formalities with the Luxembourg Trade and Companies Register (RCS): filings, statutory changes, publications.
- Maintain and archive legal and administrative documents.
- Coordinate with external providers (notaries, lawyers, fiduciaries) for corporate matters.
- Update internal registers (regulator logs, decision records).
- Monitor legal deadlines and ensure compliance in collaboration with the Company Secretary.
- Draft simple legal and administrative documents (letters, forms, certificates).
- Stay informed on relevant administrative and regulatory procedures.
- Support corporate governance through activities such as drafting simple legal documents, managing legal processes (like document notarisation), coordinating official corporate registration processes.
- Manage correspondence with national authorities, including the regulator.

Person Specification
- Previous experience in Office Management, Personal Assistance, and Corporate Administration.
- Good knowledge of Luxembourg authorities (RCS, CAA, ACA, CSSF).
- Excellent communication skills in English and French (written and spoken).
- Strong organisational skills, attention to detail, and discretion.
- Proactive, flexible, and able to work independently.
- Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).
- Ability to manage multiple tasks and deadlines.
- Team player with a positive, solution-oriented mindset.

LI-DS1
- Work with amazing people and be part of a unique culture_