Office Management Assistant with Front Desk – Luxembourg

About the role

We are looking for a proactive Office Management Assistant who will also handle front‑desk duties for a prestigious international financial institution in Luxembourg City Centre. The role combines office administration, facilities coordination, basic finance support and a premium reception function, acting as the central hub that keeps daily operations running smoothly.

Key responsibilities

• Serve as the main contact for external service providers (maintenance, IT, cleaning, catering) and ensure the premises operate efficiently.
• Manage office supplies, mail flow, and maintain a professional office appearance.
• Organise internal logistics such as executive lunches, team events and board‑room meetings.
• Assist the accounting team with invoice processing, purchase orders and payment tracking.
• Securely archive, scan and organise confidential legal and financial documents.
• Provide high‑level administrative support including expense reports and corporate travel bookings.
• Welcome high‑profile clients and visitors, manage the switchboard, filter calls and coordinate meeting‑room bookings while ensuring security and confidentiality.

Required profile

• Previous experience in an office assistant, hospitality or corporate reception role, preferably within finance, legal or professional services.
• Fluent written and spoken French and English; additional languages such as German or Luxembourgish are a plus.
• Strong organisational abilities, solution‑oriented mindset and a high level of discretion.

Required skills

• Proficiency with MS Office (Word, Excel, Outlook).
• Familiarity with invoice management or CRM tools.