Facilities administrative assistant (m/f). Luxemburgo

Key Responsibilities:

• Greet and welcome visitors in a warm and professional manner.

• Answer, screen, and forward incoming phone calls while providing basic information when needed.

• Manage the reception area, ensuring it is tidy and presentable.

• Schedule appointments and maintain calendar for staff members.

• Handle incoming and outgoing mail and packages.

• Maintain and update archive filing systems, both electronic and physical.

• Assist with various administrative tasks, including data entry, document preparation, invoicing, ordering, activating and managing Luxtrust cards and office supply management.

• Coordinate with other departments to facilitate communication and support, especially the Facilities team with Ad hoc requests, the Marketing team with external events or organize internal events/communications.

• Booking and management of meeting rooms, including setting up rooms and preparing materials.

• Organizing business trips and travel arrangements.

• Ensure compliance with health and safety regulations in the reception area.

• Provide administrative and secretarial assistance to the Country Management Team.

Qualifications:

• High school diploma or equivalent.

• Proven experience as a receptionist or in a similar administrative role.

• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and other relevant software.

• Ability to work autonomously.

• Excellent communication and interpersonal skills.

• Strong organizational skills and the ability to multitask.

• Professional demeanor and strong attention to detail.

• Ability to handle confidential information with discretion.

• Fluent in French and English, any other language would be an asset.

• Horeca experience would be considered as a distinct advantage