Job Description

What’s the role?

We are seeking a 2-month intern to assist in reception and general office duties as vacation coverage to ensure the continued smooth and professional operation of Gen II’s Luxembourg office. This person will be the first point of contact for employees, clients, vendors and guests while also supporting the day-to-day administrative and facilities needs of the office. This hybrid role combines key reception duties with office administration responsibilities to maintain a welcoming and efficient workplace environment. The intern will be part of the local administrative team, reporting to the Office Manager, and is an excellent opportunity for someone looking for exposure to a growing, vibrant financial business.

What you’ll be doing

• Acting as the first point of contact, greeting employees, clients, vendors and visitors with a positive, helpful and professional attitude.
• Managing the reception area on a daily basis, ensuring it is always presentable and welcoming.
• Assisting clients and employees in finding their way around the office.
• Announcing clients as necessary and seating them in the appropriate conference room when required.
• Helping maintain workplace security by issuing, checking, and collecting badges as necessary and maintaining visitor logs.
• Assisting with administrative tasks as needed including copying, faxing, and binding.
• Overseeing Mail Management including scanning all mail, saving to correct electronic files and updating the mail inventory tool
• Professionally and promptly answering, routing, and screening phone calls.
• Preparing meeting and training rooms and helping break down after meetings (catering clean up).
• Anticipating employee and meeting-related needs and communicating potential issues through the appropriate channels.
• Stocking and refreshing snacks, coffee, kitchen supplies & office supplies in the pantry and the office throughout the day.
• Loading, running and emptying dishwashers as needed (if applicable).
• Sorting, scanning, and distributing inbound and outbound mail and packages.
• Distributing new hire badges and guest passes as needed.
• Handling locker issues and/or seat assignment questions.
• Reserving conference rooms and scheduling appointments as needed.
• Creating FedEx labels and helping with equipment and related shipping issues.
• Generate and maintain countersign sheets for Registered letters, compliance, legal and HR documents
• Overseeing the parking management system including daily check of system, sending reminder emails and reallocating spots to those not in the office.
• Arranging and distributing messenger and related courier pickups and deliveries.
• Assisting with or helping oversee projects and office events as needed.
• Providing excellent customer service as a helpful & knowledgeable resource to employees.
• Performing ad-hoc administrative duties.

The ideal background for this role:

• Fluent in English (verbal and written communication), any other language is considered an asset
• Previous experience in a receptionist, office administrator, or front-of-house role is preferred
• Excellent interpersonal and written and verbal communication skills
• Strong organizational and time management skills with attention to detail
• Takes direction and executes while also able to independently process and complete projects and tasks
• Proficient in Microsoft Office applications as well as knowledge of general office equipment
• Ability to multitask and remain calm under pressure
• Consistent, professional dress and manner
• Strong commitment to employee & client service excellence

Role location & unique requirements

This role requires being on-site [9am-6pm], Monday-Friday, in our Luxembourg office, and reports to the Luxembourg Office Manager.