Vacancy Search

Greenfield has been exclusively mandated for a new assignment by one of its main clients, a Luxemburg-based investment company. The company has a portfolio of high-quality social infrastructure investments diversified by geography and sector – including schools, hospitals, transportation – in Australia, Canada, Germany, Netherlands, Norway, the UK and the US.

Role Description

They are seeking a proactive and detail-oriented Assistant Office Manager to support the Operations Manager in the day-to-day operations of the office. This full-time role plays a pivotal part in ensuring smooth and efficient office management through administrative support, resource coordination, and travel arrangements for the asset management team.

Duties and responsibilities:

Administrative Support
• Assist the Operations Manager with daily office operations.
• Maintain and organize office files, records, and documentation.
• Manage scheduling, coordinate meetings, and prepare agendas and materials.
• Handle correspondence, including emails and phone calls, promptly and professionally.
• Facilitate employee onboarding, including office setup and orientation.
• Support company events, team-building activities, and special projects.

Office Coordination
• Monitor and maintain office supplies inventory, placing orders as needed.
• Liaise with vendors and service providers to ensure uninterrupted office operations.
• Maintain a clean, organized, and welcoming office environment.

Team Support
• Coordinate travel arrangements for directors and asset managers.
• Assist with expense reporting, document filing, and preparing materials.
• Support onboarding of new employees and special projects as required.

Financial and Operational Support
• Assist in preparing budgets, invoices, and expense reports.
• Monitor and reconcile vendor invoices.

Technology and Systems Support
• Ensure office equipment is functioning and coordinate repairs as needed.
• Maintain an inventory of IT equipment and provide basic troubleshooting for office technology, including printers and video conferencing systems.

General expectations:

Qualifications
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Familiarity with office procedures and basic accounting principles (preferred).
• High level of professionalism, discretion, and confidentiality.

Education and Experience
• Fluency in English and French are required; proficiency in any other languages is a plus.
• High school diploma or equivalent is required; a bachelor’s degree in Business Administration, Management, or a related field is preferred.
• At least 2 years of relevant experience in office administration or a similar role.

Key Competencies
• Problem-solving mindset and the ability to work independently.
• Team player with a positive attitude and strong work ethic.
• Adaptability to changing priorities and situations.
• Attention to detail and commitment to accuracy.


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 Alexis PERL by applying online with the reference AP071.

Greenfield Luxembourg is an equal opportunities employer and welcome 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 Citizens. We are unable to provide work permit or visa sponsorship opportunities.