Receptionist - Administrative Assistant

The Receptionist – Administrative Assistant will mainly be responsible for providing efficient administrative support and ensure a welcoming and professional environment for all visitors and staff at our research institute. This entails :

• Ensure the proper functioning of the reception desk of the Luxembourg Institute of Health.
• Develop and coordinate the role of the reception within the Institute.
• Carry out various administrative, catering and secretarial duties.
• Provide administrative support to the technical services department and other core departments.

Key Accountabilities
Reception:

• Overseeing and managing the reception schedule, ensuring it aligns with the flow of activities and events.
• Welcome in a polite and courteous manner any person (e.g. visitors, collaborators, suppliers) who come at the reception of LIH and take care of their request.
• Answer phone calls in a polite and courteous way, transfer them to the relevant person or transfer messages by email in case of absence.
• Manage the incoming and outgoing parcels; check availability of delivery notes; contribute to the purchase to pay process by validating parcel receipts in the system.
• Coordinate and improve processes of the reception for the building.  
• Take ownership for the mail recording, the mail distribution, mail scanning and the correspondence in general.  Take ownership for the mailing to donors.

Administrative duties

• Ensure the timely setup of meeting rooms.
• Follow up and manage the stock within the Reception's scope (e.g. office furniture, stationary, bottles of water, printers’ supply of paper).
• Encode the different documents passing by reception (invoice, delivery note, reminder, agreement…).
• Provide support for the ordering of catering, taxi, air/train travel etc. for selected internal customers.

Facilities support

• Monitor and report on the progress of facility requests and oversee their status.
• Adopt a proactive communication routine with users to improve the quality of tracking and completing requests.
• Participate in the supervision and follow-up of interventions by external service companies.
• Support the technical services in the inventory of technical equipment.
• Together with the facilities team, develop and maintain a logistic hub to centralize and streamline tasks across departments to gain in synergies and efficiencies

Key Skills, Experience and Qualifications

• CATP’s (Certificate of Technical and Professional Aptitude) degree in administration.
• Several years of experience in a similar position.
• Adaptability to a fast changing environment.
• Be proactive and take initiative to improve processes and services.
• Excellent presentation, excellent interpersonal skills, strong willingness to help, good listening skills, discretion.
• Good concentration ability, precision, solid organizational skills, meeting of deadlines, punctuality.
• IT skills: Word, Excel, Outlook, PowerPoint, IE.
• Languages skills: French, English (good oral and written command), Luxembourgish or German (is an asset).