Administrative Assistant

What to Expect

We are looking for a motivated and presentable professional to oversee the daily operations of our Luxembourg office. In this role, you will ensure that all office functions, services, and resources run smoothly and efficiently.

You’ll manage the workspace, coordinate with suppliers, support meetings and events, and act as the main point of contact for all visitors. Expect to provide hands-on administrative support and play a key role in creating a professional and well-organized office environment. 

Essential Duties and Responsibilities

• Track and manage office supplies and equipment, ensuring stock levels are maintained and replenished when necessary.
• Coordinate with suppliers and vendors for regular office needs, such as stationery, cleaning services, food and beverage, and office equipment maintenance.
• Track and report on office spending on supplies, services, and other operational needs.
• Manage contacts and relations with the office building management.
• Ensure office equipment (computers, printers, phones, mobile phones etc.) operates effectively and coordinates with IT support or external service providers for set up, repairs or upgrades.
• Support onboarding for new employees, including providing computers and mobile phones, internal security badges etc. and support the setup, if needed.
• Organize and coordinate meetings and on-site events, including logistics (conference rooms, refreshments, etc.) and necessary materials.
• Offer help in organizing company events, meetings, and other internal activities.
• Assist all visitors to the office (including associates from other Gates’ branches, customers, suppliers and candidates) to assure a seamless visitor experience to our location.
• Handle general office inquiries and ensure employees have the resources they need to perform their tasks.
• In close collaboration with the Human Resources Department, manage the administration of the company cars fleet and contact with lease companies in Luxembourg.
• Coordinate with the Accounts Payable department to assure that invoices related to the day-to-day office management are processed and paid.
• In collaboration with the Purchasing Department, manage the Purchase Ordering (PO) for all services and goods needed for the office.

Keys to Success

• Requires expanded knowledge and experience in own area; incumbents are still acquiring higher-level knowledge and skills
• Requires expanded conceptual knowledge in own area of expertise while developing additional skill sets

Supervisory Responsibilities

• None
• No supervisory responsibilities but may provide guidance to new associates
• Builds knowledge of the company, processes and customers
• Solves a range of straightforward problems
• Analyses possible solutions using standard procedures
• Receives a moderate level of guidance and direction
• Understands key business drivers; uses this understanding to accomplish own work
• Solves standard problems by analyzing possible solutions using experience, judgment and precedents
• Impacts quality of own work and the work of others on the team; works within guidelines and policies
• Explains information to others in straightforward situations

Requirements and Preferred Skills

• 2-4 years of experience
• Typically requires a college or university degree or the equivalent work experience that provides exposure to fundamental theories, principles and concepts
• High School Diploma with specific certification on Administration or other relevant certification.
• Full fluency in English and French is mandatory, other languages will be considered a plus.
• Excellent communication and interpersonal skills.
• Ability to execute efficiently and effectively in an environment with competing priorities.
• Strong organizational and time management skills.
• Strong problem-solving skills and analytical abilities.
• No regular travel is required. Ad hoc travel might be necessary to support remote meetings/events.

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