Executive assistant (m/f)
JOB DESCRIPTION Executive Assistant/Receptionist - Luxembourg Office (2 positions) Purpose of Job To provide onsite Reception cover/ EA support to CEO and Sales Team and general administration support for the Luxembourg office to ensure the smooth day-to-day running of the business (shared by two1 FTEs). Main Objectives • Reception cover i.e. welcome people, track office presence for regulatory purposes, manage ncoming/outgoing post. Maintain stationery, general supplies etc. Provide general administrative support as required. • Maintain accurate records of employee absences, including holiday and sick leave tracking, ensuring up-to-date compliance with internal policies. Manage pass cards and facilities coordination. • EA support to the CEO and other identified team members as required. • In-depth calendar management of agreed team members. • Book business travel, check Visa requirements, arrange cars or other forms of transportation (as required). • Collate/prepare monthly team expense reports to meet Visa deadlines; ensuring claims are compliant with Company policy guidelines. • Process invoices/set-up new suppliers. • Provide back-up EA support to Lux office during vacations. • Support onboarding/offboarding processes. • Plan and coordinate quarterly Executive team dinners, outings and events. Skills / Knowledge Required • English and French Level B2+ (fluent - both spoken & written), Luxembourgish (an advantage) • Advanced Outlook and Windows. Intermediate PowerPoint and Excel. • Knowledge of Peoplesoft/Coupa an advantage • Strong attention-to-detail • Articulate and good communications skills both in person, written and on the telephone. • Flexibility with regards to working hours and willingness to work additional hours when required • Good prioritisation/organisational skills • Be able to work on own initiative and as part of the wider Admin team. • Ability to work under pressure, ensure accuracy and to meet deadlines. • Maintain high level of discretion & confidentiality. Preferred Background • Previous experience in Banking or Financial Services sector an advantage
Executive assistant (4 years)