Vacancy Search
Executive Assistant/ Office Manager (m/f) - AC276
AC276
Permanent
Negotiable
Our client is a dynamic and innovative data center business operating in Southern Europe. Backed by a leading infrastructure investment fund, the company specializes in delivering high-quality colocation services to a diverse client base, including large national and multinational enterprises, financial institutions, hyperscalers, and IT service providers. The business is centered around a Tier 4 green data center, designed to operate sustainably with minimal environmental impact and powered by renewable energy sources.
As a startup in Luxembourg, this role offers the opportunity to be among the first employees contributing to the company’s establishment and growth in the region.
The Executive Asistant/ Office Manager plays a pivotal role in supporting organizational management and various departments to ensure smooth and efficient office operations. Serving as a key resource for business operations, this role involves managing office systems, acting as a liaison between employees and management, and providing critical administrative support. The position requires handling confidential information with discretion, managing calendars, coordinating appointments, and supporting multiple teams. This individual is highly organized, adaptable, and skilled in managing a variety of tasks across departments. The Business Support/ Office Manager will be reporting to the Managing Director.
Key Responsibilities:
1. Management and Administrative Support
- Provide secretarial support to the 4 C-level persons, and mainly the CEO.
- Manage calendars and coordinate schedules.
- Organize appointments, meetings, and travel arrangements for staff and executives.
- Prepare and distribute internal communications, memos, and reports.
- Assist in the preparation of presentations and documents.
2. Procurement and Office Support
- Maintain office supply inventory and place orders as needed.
- Coordinate meetings with suppliers and business partners.
- Provide support to various departments with procurement and organizational matters.
- Collaborate with the marketing team to ensure consistent Mediterra branding across locations.
- Manage office moves and renovations as required.
3. Communication and Coordination
- Serve as a central point of contact for internal and external stakeholders.
- Organize office events, meetings, and conferences.
- Facilitate communication between departments and teams.
- Collaborate with managers to implement and uphold office policies and procedures.
- Promote a positive and productive work environment through effective communication and teamwork.
- Support and encourage collaboration among colleagues, fostering the Mediterra culture.
4. HR Support when required
- Coordinate with the CFO payroll checks or activities
- Coordinate employee onboarding and orientation programs.
- Address employee inquiries and concerns in a timely and professional manner.
- Support HR initiatives such as employee training and development programs.
Requirements:
• Bachelor’s degree or equivalent experience.
• At least 5 years of relevant experience in a similar role.
• Affinity with the data center/IT industry is a plus.
• Professional, service-oriented, and resilient under pressure.
• Strong administrative, organizational, and communication skills.
• Ability to think and act strategically and efficiently.
• Experience multitasking and managing shifting priorities.
• Proficient in Microsoft office suite.
• Fluency in English. French and/ or Italian or Spanish is a plus (French is preferred for national contacts).
Greenfield is a leading Luxembourg-based Recruitment and Executive Search Consultancy and has been selected exclusively to fulfill this mandate.
If you are interested in this position or would like to discuss other roles that we are currently recruiting for, please forward your CV in English to applications@greenfield.lu
Greenfield Luxembourg is an equal opportunities employer and welcomes applicants from all sectors of the Community. Due to the nature of our client engagements, we are however unable to support applicants that are outside of our core market areas; and/or do not have an existing eligibility to work in Luxembourg or are not EEA/EU/Schengen country Citizens. We are unable to provide work permits or visa sponsorship opportunities.
As a startup in Luxembourg, this role offers the opportunity to be among the first employees contributing to the company’s establishment and growth in the region.
The Executive Asistant/ Office Manager plays a pivotal role in supporting organizational management and various departments to ensure smooth and efficient office operations. Serving as a key resource for business operations, this role involves managing office systems, acting as a liaison between employees and management, and providing critical administrative support. The position requires handling confidential information with discretion, managing calendars, coordinating appointments, and supporting multiple teams. This individual is highly organized, adaptable, and skilled in managing a variety of tasks across departments. The Business Support/ Office Manager will be reporting to the Managing Director.
Key Responsibilities:
1. Management and Administrative Support
- Provide secretarial support to the 4 C-level persons, and mainly the CEO.
- Manage calendars and coordinate schedules.
- Organize appointments, meetings, and travel arrangements for staff and executives.
- Prepare and distribute internal communications, memos, and reports.
- Assist in the preparation of presentations and documents.
2. Procurement and Office Support
- Maintain office supply inventory and place orders as needed.
- Coordinate meetings with suppliers and business partners.
- Provide support to various departments with procurement and organizational matters.
- Collaborate with the marketing team to ensure consistent Mediterra branding across locations.
- Manage office moves and renovations as required.
3. Communication and Coordination
- Serve as a central point of contact for internal and external stakeholders.
- Organize office events, meetings, and conferences.
- Facilitate communication between departments and teams.
- Collaborate with managers to implement and uphold office policies and procedures.
- Promote a positive and productive work environment through effective communication and teamwork.
- Support and encourage collaboration among colleagues, fostering the Mediterra culture.
4. HR Support when required
- Coordinate with the CFO payroll checks or activities
- Coordinate employee onboarding and orientation programs.
- Address employee inquiries and concerns in a timely and professional manner.
- Support HR initiatives such as employee training and development programs.
Requirements:
• Bachelor’s degree or equivalent experience.
• At least 5 years of relevant experience in a similar role.
• Affinity with the data center/IT industry is a plus.
• Professional, service-oriented, and resilient under pressure.
• Strong administrative, organizational, and communication skills.
• Ability to think and act strategically and efficiently.
• Experience multitasking and managing shifting priorities.
• Proficient in Microsoft office suite.
• Fluency in English. French and/ or Italian or Spanish is a plus (French is preferred for national contacts).
Greenfield is a leading Luxembourg-based Recruitment and Executive Search Consultancy and has been selected exclusively to fulfill this mandate.
If you are interested in this position or would like to discuss other roles that we are currently recruiting for, please forward your CV in English to applications@greenfield.lu
Greenfield Luxembourg is an equal opportunities employer and welcomes applicants from all sectors of the Community. Due to the nature of our client engagements, we are however unable to support applicants that are outside of our core market areas; and/or do not have an existing eligibility to work in Luxembourg or are not EEA/EU/Schengen country Citizens. We are unable to provide work permits or visa sponsorship opportunities.
Alan Chbeir
