Administrative Assistant

FM is a leading property insurer of the world's largest businesses, providing more than one-third of FORTUNE 1000-size companies with engineering-based risk management and property insurance solutions. FM helps clients maintain continuity in their business operations by drawing upon state-of-the-art loss-prevention engineering and research; risk management skills and support services; tailored risk transfer capabilities; and superior financial strength. To do so, we rely on a dynamic, culturally diverse group of employees, working in more than 100 countries, in a variety of challenging roles.

We currently have a fantastic opportunity for someone to join the EMEA Division team as Administrative Assistant based in Luxembourg, reporting to our Business Administrative Manager.

• Set up and morning checks: Checking automatic hand sanitiser areas/ /alcohol wipe refill/ tea and coffee areas/kitchen areas/fridges and check of office floors/ photocopiers/bathrooms.
• Reception calls: Responsible for taking phone calls and transferring/ taking messages as appropriate.
• Post: 3 x types of post - normal/courier within Luxembourg city and DHL - support staff with post enquiries and create and ensure post is sent out - previous knowledge of dealing with post in Luxembourg required for this job role.
• Mail: Collect and distribute out mail in office.
• Ordering Supplies: Follow procedures to order/ store and process paperwork for ordering.
• Invoices: Check/Process invoices for the office. Follow procedures for recording data both paper and electronically using excel.
• Suppliers: develop a good relationship with suppliers to ensure smooth operations.
• Admin requests: Responsible for managing requests/questions from staff and dealing with these in an effective manner following company procedures.
• Meet needs of guests: Serve drinks/Wi-Fi access/taxi reservations/lunch reservations.
• Meeting rooms/ videoconferencing bookings: Complete meeting room bookings/ and monitor meeting room bookings and ensure correct set up.
• Meetings: Help with organisation for different departments for meetings during the year - preparation/ set up/ lunches/ snacks/ clearing away.
• Board Meetings: Support with organisation and on the day help with board meetings - set up/ lunches/ breaks/ taxis/ Wi-Fi access/ queries and problems on the day.
• New staff: Support the induction of new members of staff - work with IS to ensure all equipment is ready and sent out to staff/support induction to office and starting work.
• Mobile phones: Support with mobile phone questions and problems as they occur.
• Local pages: Upload pages on the Intranet for the local pages for the Luxembourg office - work with HR Paris and Assistant Admin Manager to follow procedure.
• Facilities: Support with checks of the office and work with the cleaning company and building management to deal with any problems
• Storage: Happy to move items and store items as needed in the cave area and appropriate place in the office.
• Documents: Store documents in a safe and correct place and follow procedure.
• Research skills: Able to use search engines such as google/ amazon / local supplier websites etc.
• Problem solving: Flexible to adapt to different situations and tasks/problems arise daily.

Qualities & Skills

• Organised
• Flexible
• Proactive
• Hardworking
• Committed
• Efficient
• Calm under pressure
• Friendly
• Open
• Communication skills essential
• Team worker

Languages

• English and French is a must (German and Luxembourgish would be nice to have)

IT skills

• Excel, powerpoint, word, outlook

If you are interested in being considered for this position, please apply via Job Postings within Career Center following the instructions https://jobs.fmglobalcareers.com