Office Manager
Luxembourg - no specific region
Temporary term
Selection & Interim
This role involves managing office operations, supporting the Executive team, handling communication, events, and travel. Additionally, responsibilities include document creation and updating. The ideal candidate has at least 2 years of experience, proficiency in MS Office, and fluency in French and English. Key qualities sought are strong organizational skills, reliability, autonomy, and attention to detail. First aid training is considered a bonus.
Description
Office Management:- Centralization: Ensuring centralized activities and resources for efficient office operations.
- Cost control and reduction of purchases: Managing purchases of office supplies, IT equipment, and services to optimize costs.
- Handling orders and consumables: Managing regular office supply orders and consumables required for smooth business operations.
- Contacting vendors: Maintaining communication with suppliers and vendors for office needs.
- Ensuring well-maintained and clean common areas for employee comfort.
- Participating in planning and office layout to maximize workspace utilization.
- Scheduling meetings and appointments: Organizing the Executive team's schedules, setting up meetings, and managing their time.
- Managing agendas: Keeping the Executive team's agendas up to date to avoid scheduling conflicts and ensure effective coordination.
- Managing LinkedIn presence and website: Handling online communication activities to promote the company, share news, and interact with stakeholders.
- Organizing internal events such as Christmas celebrations or Team Building activities to strengthen team spirit and cohesion.
- Handling employee leaves and absences to ensure smooth business continuity.
- Managing the distribution of meal vouchers to eligible employees.
- Organizing business travel for employees, ensuring their comfort and safety.
- Participating in the development and updating of internal documents such as procedures, policies, or manuals to ensure clarity and consistency of processes within the company.
Your profile
- Have at least 2-5 years of professional experience in a similar position.
- Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).
- Fluent in both written and spoken French and English (knowledge of German and Luxembourgish is a plus).
- Be highly organized, reliable, always ready to help, autonomous, and proactive in taking initiatives.
- Have an eye for detail.
