Falkerin™ Recruitment specializes in Legal & Compliance, Accountancy & Finance as well as Banking and Operational Services recruitment. We are also often mandated to assist in recruiting for Business Support roles such as HR, Personal Assistant, Receptionist or Administrative Officer positions. We work with leading financial institutions in Luxembourg. Our clients’ portfolio include major Service Providers, leading Fiduciaries, Management Companies, Real Estate Investments and global Private Equity Houses.

Please see below job description and if you believe you have relevant experience and would like to be considered for the post please send us your CV in English by clicking on the below APPLY button.

Alternatively you can send us your profile to supportjobs@falkerin.lu. Please make sure to include job Reference#.

Responsibilities:

• In charge of all organizational aspects associated with office / facility management including health and safety
• Responsible for introducing new policies, procedures and standards
• Payroll Administration and coordination with the Service Provider in charge or Payroll
• Screening phone calls, enquiries and requests, and handling them when appropriate
• Prepare and distribute memorandums, letters, reports, presentations and other communications including confidential documents
• Forward appropriate message or calls or correspondence when appropriate and necessary
• Maintain confidentiality of knowledge gained through interaction with executives
• Responsible for data management and filing
• Coordinate special events or conferences including travel arrangements, facilities, food and beverages, invitations, and speakers; control event budget
• Manage the calendar, including scheduling appointments independently as necessary
• Dealing with incoming email, faxes and post, often corresponding on behalf of the manager
• Carrying out background research and presenting findings
• When appropriate and necessary compile executive expense reports
• Producing documents, briefing papers, reports and presentations
• Assist Senior Management with ad hoc inquiries
• Be the first point of contact regarding all matters associated with the office

Requirements:

• 5+ years prior relevant experience working as an Office Manager supporting Senior Level Executives
• Ability to work within a high energy, high expectation, team-oriented global culture, handling sensitive information under deadline
• Attention to detail and strong organizational skills are essential
• Demonstrates a customer service approach and demeanor to everyone requiring assistance
• Ability to manage own time effectively, provide independent judgment and take accountability for actions while still maintaining a collaborative team environment
• Ability to identify and resolve routine administrative problems
• Excellent oral and written communication skills
• Ability to develop relationships with people from diverse backgrounds and senior professionals, internally and externally
• Good presentational skills
• Excellent at problem-solving, taking initiative, and being very resourceful
• Experience using MS Office (Word, Excel, PowerPoint, Outlook) applications
• Fluent in English and French. German or any other EU languages considered as an asset