Description
Help shape the future of intellectual property. Marks & Clerk LLP is the leading and largest firm of Patent and Trade Mark attorneys in the UK and a major worldwide actor with an international group of 15 offices worldwide.
The Administrative Assistant plays a key role in our Luxembourg office, providing administrative support to the operational teams, support in facilities management, as well as a professional reception service to internal and external clients.
Responsibilities
Reception & Facilities Management (35%):
- Be responsible for all matters related to the welcoming of clients, visitors, and external suppliers in a friendly and professional demeanour.
- Manage incoming phone calls, redirect to the appropriate individuals, and take messages, where necessary.
- Coordinate all incoming and outgoing mail, registered or fast courier deliveries (local and worldwide) and other packages on behalf of the company.
- Coordinate the booking of meeting rooms for internal and external meetings.
- Monitor and maintain office supplies inventory and place orders for office supplies and/or equipment, whenever necessary.
- Assist with building maintenance and coordinate building-related matters.
- Manage the parking organisation of the office.
Administrative support to Operational teams (65%):
- Provide administrative support to the Operational teams.
- Prepare reports and all relevant documents for the Operational teams whenever needed.
- Ensure that all relevant documents are saved in the company database and update the system, when required.
- Assist with any other administrative tasks, if and when needed, based on the needs of the company and the workload.
Must-have requirements
The successful candidate will have:
- Previous experience in a similar position is desirable.
- Proficient in English and French. Any additional languages would be advantageous.
In addition, the successful candidate will be able to demonstrate:
- Professional and friendly attitude.
- Excellent communication skills with internal and external stakeholders.
- Exceptionally strong ownership and "can-do" attitude with a customer service oriented and operational mind-set.
- Excellent time management and organisational skills.
- Ability to manage high volumes of work efficiently and excellent attention to detail.
- Good knowledge of MS Office (Word, Excel, Power Point, and Outlook).
We offer
- Competitive salary dependant on experience
- 28 days’ annual holiday, plus statutory holidays
- Complementary health insurance and life insurance
- Lunch vouchers
- Flexible working hours
- Training and development opportunities
Languages English French Experience 2+ years