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