Receptionist & Executive Assistant

Ziffer

  • Luxemburg
  • Unbefristet
  • Vollzeit
  • 20 Tage her
Role Summary
  • The role supports Ziffer's office operations through a unique hybrid function, combining reception coverage and executive support.
This role is integral in ensuring smooth daily functioning of the executive office, maintaining service quality during client interactions, and offering high-level administrative assistance. Front desk coverage responsibilities take priority during office hours.The position is ideal for a highly organized, service-oriented professional who thrives in a dynamic environment combining front-desk presence with executive-level administrative supportRole Target (Objective)To maintain exceptional operational and administrative standards across executive support and front-desk Reception functions.Time Schedule☑ Full-timeRole locationLuxembourg (Head Office).In-office role with fixed daily hours; hybrid flexibility not applicable.Key ResponsibilitiesReception Area – Front Desk (70%)
  • Greet and receive all clients and guests; ensure visitor registration and notification.
  • Maintain a clean, organized reception area.
  • Handle incoming calls and transfer to appropriate parties.
  • Process incoming and outgoing correspondence (physical & digital).
  • Manage shipping and courier services (DHL pickups, post drop-offs, returns).
  • Ensure coffee, water, and refreshments are available for meetings and visitors.
  • Maintain updated visitor and logistics registers.
  • Receive and distribute client packages and mail.
  • Manage company calendar entries linked to front desk operations.
  • Coordinate meeting room bookings and readiness.
  • Serve as the first-line responder to walk-in inquiries.
  • Liaise with cleaning and maintenance services as needed during reception hours.
  • Ensure front desk compliance with health & safety standards.
Executive Assistance - secondary scope, based on priority and workload coordination (30%)
  • Coordinate document signing, apostilles, certifications, and legalizations.
  • Manage internal logistics: distribution, filing, archiving of all documentation (digital & physical).
  • Schedule and organize appointments and meetings for CEO and executives.
  • Monitor and manage logistics for notarized documents, external authorities, and business registers.
  • Coordinate vehicle fleet logistics and insurance (invoicing, contracts, maintenance).
  • Manage contracts and vendor relations for office equipment, supplies, and external service providers.
  • Process and check invoices, prepare payment instructions for executive approval.
  • Maintain oversight of shared task systems and registers.
Responsibilities (other)
  • Provide cross-functional backup to the Office Manager in case of absence.
  • Participate in improvement of internal filing.
  • Support HR with minor logistical tasks during staff onboarding or office events.
Key InteractionsInternal:
  • CEO
  • Office Manager
  • Directors – Corporate and Private Clients
  • Chief Accountant
  • Legal and Compliance teams
External:
  • Couriers, notaries, legal translators
  • Office equipment vendors, IT services, car fleet services
  • Clients (for administrative follow-up and logistics)
Subordinate RolesNone.Role Requirements - Education
  • Bachelor's degree preferred; candidates with administrative or legal vocational training will also be considered
Role Requirements - Experience
  • 2+ years of experience in an administrative, legal assistant, or executive support role preferred
  • Experience in an international company or professional services environment is a plus
Role Requirements - Skills
  • Fluent in English; French and Russian are strong assets
  • Excellent communication and organizational skills
  • Proficiency in Microsoft Office and document management systems
  • Accuracy, confidentiality, and attention to detail
Competencies
  • Attention to details: Ensures high accuracy in all administrative tasks, documentation, and communications; carefully checks information to prevent errors and maintain professional standards.
  • Communication skills: Communicates clearly, professionally, and appropriately with internal teams, clients, and external partners; adapts tone and style depending on the audience and context.
  • Punctuality: Maintains consistent reliability in attendance and task execution; ensures timely presence at the front desk and adherence to schedules, deadlines, and commitments.
  • Multitasking & Prioritization: Effectively manages multiple responsibilities by prioritizing tasks based on urgency and importance, ensuring smooth coordination between reception duties and executive support.
  • Service Orientation: Demonstrates a proactive, client-focused approach, ensuring a welcoming, professional, and responsive experience for all visitors and stakeholders.
  • Confidentiality: Handles sensitive company and client information with discretion and integrity, maintaining strict confidentiality at all times.
  • Process Reliability: Consistently follows established procedures and ensures dependable execution of administrative and logistical processes.
  • Collaboration: Works effectively across teams, providing support where needed and contributing to a cooperative and efficient working environment.

Ziffer