Office Manager

Do you value work life balance while working in a diverse and challenging environment? We, at Broad Street Luxembourg aim to offer our collaborators a human-sized company combined with the excellence of the Goldman Sachs group.

Our mains values: Integrity, Excellence, Respect & Teamwork.

We are seeking a highly organized and proactive Office Manager to oversee the daily operations of our office. The ideal candidate will be responsible for managing administrative tasks, facility management, mobiles, and providing personal assistant support to the Head of Office. This role requires exceptional communication skills, strong attention to detail, and the ability to multitask effectively.

Key responsibilities:

Office Management

• Manage administrative tasks, including handling incoming/outgoing correspondence.

• Maintain office policies and procedures, making necessary updates as required.

• Cover the reception desk, welcome guests, and handle external phone calls.

• Manage stationaries including inventory, supplier coordination and contract follow-up.

• Ensure smooth coordination with all facility-related suppliers and service providers (cleaning, maintenance, access control, etc.).

• Coordinate Quarterly BSL Board of Directors dinners and lunches.

  
  

Facility Management and Security

• Manage the overall facility, including office layout, cleanliness, maintenance and equipment, ensuring smooth functioning and a productive work environment.

• Coordinate office renovations and expansions, ensuring minimal disruption to operations.

• Maintain and monitor relationships with building and facility vendors, negotiate contracts, and oversee service-level agreements.

• Address and resolve any office maintenance issues promptly.

• Ensure a safe and secure environment and actively contribute to building safety:

  • Participate in evacuation procedures and emergency protocols

  • Oversee safety equipment (extinguishers, first-aid kits)

  • Act as a liaison with the building safety's officers, the designated worker to security, and Management.

• Prepare quarterly board report on status of office management.

• Member of the Crisis Team Management (for BCP/DRP).

Mobile phones and small hardware

• Manage company mobile phones: procurement, SIM cards, contract negotiations, renewals, inventory, and user support.

• Ensure follow-up of mobile plans and cost optimization with telecom providers.

• Coordinate with the IT external provider for small hardware needs (mice, keyboards, screens, docking stations, etc.).

• Act as a point of contact for employees regarding these hardware aspects and ensure timely delivery..

  
  

Personal Assistant to the Head of Office

• Provide comprehensive personal assistant support to the Head of Office, including calendar and expense management.

• Act as a liaison between the Head of Office and other departments, external service providers and stakeholders.

• Handle confidential and sensitive information with the utmost discretion.

  
  

Communication and Collaboration

• Serve as a point of contact for employees, clients, and visitors, providing excellent customer service.

• Foster a positive work environment by promoting effective communication and teamwork.

• Collaborate in organizing employee onboarding and offboarding processes

• Organizing Social Events: In liaison with the Head of Office and the Social Committee, plan and coordinate social events for the office, such as team-building activities and employee recognition events. Assist in sourcing venues and event vendors, ensure seamless execution of events.

• Prepare and coordinate the bi-weekly Company Newsletter in liaison with Management and contributors.

The profile:

• Proven experience as an Office Manager or in a similar administrative role, including facility management.

• Strong organizational and time management skills with the ability to prioritize tasks effectively.

• English (fluent) and French (very good level)

• Excellent written and verbal communication skills.

• Proficient in using office software and equipment

• Ability to multitask, work under pressure, and meet deadlines.

• Attention to detail and high level of accuracy in work.

• Strong problem-solving skills and the ability to think critically.

• Demonstrated ability to handle sensitive and confidential information with discretion.

• Proactive and self-motivated, with a positive and professional attitude.

• Bachelor or similar level in a related field.
  

We offer:

• Competitive salary according to profile and experience

• Complementary health insurance, pension plan

• Lunch vouchers

• A diverse and inclusive environment where individuals are valued