We are looking for an administrative assistant for one of our clients.
LHH Recruitment Solutions offers extensive HR solutions through one unique brand. We are specialised in the employment of middle and top management and highly qualified professionals in contracting, temporary and permanent placement. At LHH Recruitment Solutions, we believe in talent, not labels, and embrace diversity and promote more inclusive employment to our clients and partners.
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Responsibilities:
- Set up and morning checks: Checking automatic hand sanitiser areas/ /alcohol wipe refill/ tea and coffee areas/kitchen areas/fridges and check of office floors/ photocopiers/bathrooms.
- Reception calls: Responsible for taking phone calls and transferring/ taking messages as appropriate.
- Post: 3 x types of post–normal/courier within Luxembourg City and DHL – support staff with post enquiries and create and ensure the post is sent out – previous knowledge of dealing with post in Luxembourg required for this job role.
- Mail: Collect and distribute out mail in office.
- Ordering Supplies: Follow procedures to order/ store and process paperwork for ordering.
- Invoices: Check/Process invoices for the office. Follow procedures for recording data both paper and electronically using Excel.
- Suppliers: develop a good relationship with suppliers
- Admin requests: Responsible for managing requests/problems off staff and dealing with these in an effective manner following company procedures.
- Meet needs of guests: Serve drinks/Wi-Fi access/taxi reservations/lunch reservations.
- Meeting rooms/ videoconferencing bookings: Complete meeting room bookings/ and monitor meeting room bookings and ensure correct setup.
- Meetings: Help with the organisation of different departments for meetings during the year – preparation/ set up/ lunches/ snacks/ clearing away.
- Board Meetings: Support with organisation and, on the day, help with board meetings – set up/ lunches/ breaks/ taxis/ Wi-Fi access/ queries and problems on the day.
- New staff: Support the induction of new members of staff – work with IS to ensure all equipment is ready and sent out to staff/support induction to the office and starting work.
- Mobile phones: Support with mobile phone questions and problems as they occur/bolt-on for staff when travelling.
- Local pages: Upload pages on the Intranet for the local pages for the Luxembourg office – work with HR Paris and Assistant Admin Manager to follow procedure.
- Facilities: Support with checks of the office and work with the cleaning company and building management to deal with any problems
- Storage: Happy to move items and store items as needed in the cave area and appropriate place in the office.
- Documents: Store documents in a safe and correct place and follow procedures.
- Research skills: Able to use search engines such as Google/Amazon / local supplier websites etc.
- Problem-solving: Flexible to adapt to different situations and tasks/problems that arise daily.
Candidate Profile:
- Organised
- Flexible
- Proactive
- French and English
- Microsoft Office
To include yourself in this recruitment process; to find out more information about this role; or to discuss other career opportunities we have available, please contact Florian Letellier as soon as possible - CONFIDENTIALITY ASSURED.
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