Office Assistant

Job description

What you will be doing

  • Arranging travel arrangements, meetings, and appointments for private and professional purposes (visitors, partners, etc.)
  • Supporting the management and staff in every type of task that might be necessary
  • Managing 3rd party providers:
    • Manage tender processes with potential new providers
    • Review existing and new contracts with external providers
    • Act as a point of contact for external partners, solving issues related to third party-service providers (such as cleaning services, suppliers, maintenance, trainings, etc.) and manage contracts related to professional services
    • Ordering new furniture, equipment, stationeries, branded items, etc.
  • Assisting in the continuous improvement of the Office management department’s activities, such as activities related to the reception desk and cleaning services.
  • Coordinating team schedules
  • Implementing and maintaining Office Management related procedures and best practices
  • Delegating activities to more junior colleagues and monitoring them
  • Managing and planning the cleaning services with internal and external resources
  • Dealing with health and safety related matters and acting as the ‘travailleur désigné’
  • Leading and supporting internal events’ coordination (such as office meals, Meetups, LAN parties, annual events, etc.)
  • Assisting in the catering for meetings and external guests if needed
  • Getting involved in the organization of facility related matters
  • Continuously reporting to management


  • Ideally a secretarial education (graduate level)
  • Minimum 5 years of relevant professional experience
  • Previous experience in a team leader role is an advantage
  • Excellent oral and written command of English and French. German is considered as an asset
  • Very good interpersonal skills
  • Organizational skills and time management competencies

What we offer

Salary and benefits

  • Competitive salary
  • Relocation package and moving assistance from HR if relevant
  • Meal vouchers
  • Private health insurance
  • Additional holiday entitlement based on length of service with the company
  • Free gym membership
  • Sympass discount card

Company culture

  • Dynamic and friendly atmosphere
  • A multi-cultural environment made of 30 different nationalities, with English as the official language
  • Daily breakfast in the office
  • Free coffee, tea, and fresh fruit every day
  • Fantastic events, including Christmas Parties, Family Days, Hackathons and other surprises
  • Chill rooms, creative areas, and LAN parties
  • Company branded merchandise (goodies)
  • High quality of life offered by Luxembourg

Professional growth

  • Opportunity to attend conferences, certifications, technical workshops, trainings, and meetups
  • Free language courses in the office
  • Enthusiastic professionals to learn from
  • Possibility to advance in the company