Office Management Assistant with Front Desk Duties

About the role

We are looking for a proactive Office Management Assistant who will also handle front‑desk responsibilities for a prestigious international financial institution in Luxembourg. The role combines office administration, facilities coordination, financial support, and a premium reception function.

Key responsibilities

• Serve as the main contact for external providers (maintenance, IT, cleaning, catering) and ensure smooth daily operations of the premises.
• Manage office supplies, mail handling, and maintain a professional office appearance.
• Coordinate logistics for executive lunches, team events, board meetings, and meeting‑room bookings.
• Assist with invoice processing, purchase order creation, and payment tracking for the accounting team.
• Securely archive, scan, and organize confidential legal and financial documents.
• Provide high‑level administrative support such as expense reporting and corporate travel arrangements.
• Deliver a premium welcome to high‑profile clients, manage the switchboard, and enforce security and confidentiality at the entrance.

Required profile

• Previous experience in office assistance, hospitality, or corporate reception, preferably within finance, legal, or professional services.
• Fluent written and spoken French and English; additional languages (German, Luxembourgish) are a strong asset.
• Strong organizational, multitasking, and solution‑oriented mindset with a high level of discretion.

Required skills

• Proficiency in Microsoft Word.
• Proficiency in Microsoft Excel.
• Proficiency in Microsoft Outlook.