Office Coordinator / Executive Assistant

Greenfield is pleased to assist a prominent global investment firm in Luxembourg in their search of their Office manager / Executive Assistant. Your role will mainly be to contribute to the smooth running of day-to-day operations, becoming an integral part of the Luxembourg team. By working closely with teams located across multiple jurisdictions, you will play a pivotal role in supporting the investing activities across the globe.

The Mandate

• Oversee office administration, providing essential support to the Luxembourg-based team
• Manage confidential documents, including legal papers and invoices
• Handle a high volume of incoming and outgoing mail and documentation
• Ensure completeness of corporate files (both physical and electronic) by coordinating with other offices of the Group, legal firms, and third parties
• Distribute documents and information to third-party advisors
• General administrative duties:
• Facilitate travel bookings
• Manage calendars, coordinate meetings across different time zones
• Handle expense reporting for the team
• Support in-office meetings (organization of meeting rooms, food and other supplies)

The Profile

• 3-4 years of relevant experience as Office Manager/ EA (in Financial services institutions preferably)
• Strong verbal and written communication skills in English – any French/German/Spanish is a plus to have
• Demonstrated history of integrity, discretion, and high-level competency
• Solution-driven mindset with a motivation to achieve results
• High trust, integrity and discretion
• Excellent organizational and interpersonal/communication skills
• Self-driven with attention to detail and a commitment to quality
• Ability to multitask and stay composed in a high-volume environment
• Ability to collaborate across multiple teams
• Proficiency in Microsoft Office suite (Excel, Word, Outlook, PowerPoint, etc.)