Receptionist/Administrative Assistant

Join a prestigious global law firm as a Receptionist/Administrative Assistant! Showcase your language skills in French and English while managing calls, assisting with video conferences, and ensuring smooth office operations. Bring your 2 years of experience in a professional environment, exceptional communication skills, and ability to multitask. Your warm demeanor, polished appearance, and proficiency in PC tools will be valued. Enjoy a competitive salary package, opportunities for growth, and the chance to work in a dynamic environment where your contributions matter.

Description

• As the first point of contact, you will represent our client in a professional and friendly manner, welcoming and assisting all clients and staff.
• You will be responsible for managing and screening all incoming calls through a Cisco Telephone System, ensuring a professional and courteous approach.
• Collaborate with international offices and AV Services to organize video conferences when necessary, serving as a key contact in the Dublin office for international visitor travel arrangements and office space allocation.
• Supervise the booking of meeting rooms, overseeing meeting-related requests, and coordinating client and visitor car-parking arrangements.
• Maintain cleanliness and ensure proper setup of boardrooms, meeting rooms, and reception areas to uphold high standards at all times.
• Arrange catering for internal and external meetings as requested, coordinating food and beverage orders effectively.
• Keep accurate records and manage building access cards for employees and visitors, ensuring up-to-date information.
• Develop expertise in the office and surrounding area to provide helpful information and support to staff and visitors.
• You will provide administrative support to various departments within the office as needed.
• You will assist the Office Manager with finance-related tasks.
• Managing both incoming and outgoing mail will be one of your responsibilities.
• You will be in charge of arranging bookings for couriers and taxis.
• Coordinating meeting room reservations for both internal and external meetings will fall under your duties, as well as collaborating with AV Services when needed.
• Organizing seating arrangements for visiting colleagues is also part of your role.
• Ensuring that office supplies and facilities are well-maintained to support the office's smooth operation is crucial.
• You will work closely with external vendors to procure office stationery and related items under the supervision of the Office Manager.
• Providing assistance with accounts, such as managing invoices and related documentation, is a key aspect of your job.
• As an active member of the Health & Safety team, you will serve as a First Aider and Fire Warden, playing a critical role in maintaining a safe environment.
• Handling occasional hospitality and office-related events and projects will be required as they arise.

Profile

• A competitive salary commensurate with your experience and qualifications.
• Fluency in French and English at an advanced level is required, proficiency in German and Luxembourgish would be a plus.
• At least 2 years of experience in a similar role, preferably in a professional services setting.
• Exceptional communication skills, both over the phone and in person, are necessary.
• A polished and professional appearance along with a warm and approachable demeanor is expected.
• Confidence in interacting with clients and colleagues of all levels is crucial.
• Demonstrated ability to efficiently and effectively complete tasks.
• Skill in prioritizing and managing multiple tasks and responsibilities.
• Familiarity with Cisco systems is preferred though not mandatory.
• Proficiency with PC tools such as Word, Excel, and Outlook is essential.
• Flexibility and willingness to work overtime occasionally to meet business requirements.

Offer

Our client is a global law firm.