Office Management Assistant with Front Desk Duties

About the role

We are looking for a proactive Office Management Assistant to be the energetic pivot of a prestigious international financial institution in Luxembourg. The role combines office management, facilities coordination, administrative finance support, and premium front‑desk responsibilities.

Key responsibilities

• Serve as the main contact for external providers (maintenance, IT, cleaning, catering) and ensure smooth daily operations.
• Manage office supplies, mail handling, and maintain a professional office presentation.
• 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 organise confidential legal and financial documents.
• Provide high‑level administrative support, including 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 financial, legal, or professional services.
• Fluent in French and English (written and spoken); German or Luxembourgish is a strong asset.
• Strong multitasking ability, solution‑oriented mindset, high emotional intelligence, and a commitment to discretion.

Required skills

• Microsoft Word
• Microsoft Excel
• Microsoft Outlook