Executive Assistant/Office Manager Part-Time (M/F)

About us

Sofitex Talent Recruitment
Fort d'une expérience de plus de 30 ans dans les Ressources Humaines, Sofitex est un réseau international de Travail Temporaire et de Placement en CDI. Sofitex fonde sa dynamique et son succès sur le professionnalisme de ses équipes, sa forte réactivité et sa proximité.

Mission

For one of our client, an investment company located in Luxembourg-city, Sofitex Consulting is currently looking for a part-time:

Executive Assistant/Office Manager Consultant part-time (M/F)

The relevant candidate will have previous experience working in an international office environment, performing administrative duties and supporting management. Given the changing nature of the executive landscape, we rely on our assistants for flexibility and foresight, while maintaining high efficiency and effectiveness in getting things done.

Objectives of this Role

• With a primary responsibility of supporting the full-time working owner, providing support as directed to ensure that company goals and objectives are accomplished, and operations run efficiently

• Maintain and refine internal processes that support, coordinating internal and external resources, suppliers contacts to expedite workflow

• Manage communication between Atlas Gobi, liaising with executives of external partners and portfolio companies, as well as following up execution on various projects and tasks

• Plan and orchestrate work to ensure that decided priorities are met, organizational goals are achieved, and best practices are upheld

Daily and Monthly Responsibilities

• Assist in managing professional scheduling for the owner, including agendas, mail, email, calls and communication with all contacts of the company

• Perform business analysis and investigations into relevant topics, and present concise and clear conclusions of analytical and investigative work, either orally or in writing

• Monitor and follow-up activities, tasks and projects internally, towards relevant business partners or portfolio companies and other cooperating entities

• Coordinate and manage complex flow of content and information to and from the owner and the relevant business partners and portfolio companies

• Perform administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contact database

• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business

• Organize communications and plan events, both internally and offsite

• Be able to assist the Personal Assistant (PA) of the owner when the PA is on holiday or absent in different tasks such as:

• Manage, coordinate, and arrange travel and travel-related activities, including hotel booking, transportation, and meal coordination

• Coordinate scheduling and calendar management
  
  

Profile

• 2-4 years experience in an administrative role reporting directly to upper management

• Superb written and verbal communication skills

• Strong time-management skills and the ability to organise and coordinate multiple projects at once

• Proficiency in Microsoft Office and other office productivity tools such as Excel and database tools, with aptitude to learn new software and systems

• Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge

• Ability to keep company confidence and act discretely
  

Preferred Qualifications

• Experience in analyst work and writing reports

• Experience overseeing budgets and expenses

• Experience developing internal processes, implementing and using relevant apps and software to make work more efficient.

This opportunity is under a Consulting or Temporary contract, to start Asap

This is a part time opportunity, 20h/week, ideally to work mornings from 8 am till 12 am

Salary: depending on experience (4300€-5000€ gross/month, on a full time basis)