Office Manager - Luxembourg

Responsible for the efficient running of the Luxembourg office by providing a high service level to the partners, associates and management ensuring the needs of the business are met and best practices are followed.

This role will partner with key stakeholders across the business as well as managing relationships with external suppliers and providers.

Building Management/Facilities

• Liaising with and maintaining good relations with building management
• Managing suppliers of cleaning and building maintenance services
• Implementing and maintaining office procedures
• Responsibility and management of health and safety and fire precautions with regards to statutory legislation to provide a safe and appropriate place of work
• Ensuring health and safety and fire precaution policies are up to date and relevant personnel are trained in health and safety
• Reviewing and maintaining business continuity/disaster recovery plans
• Project manage office refurbishments
• Ensure inventory of office supplies and manage relationships with local vendors
• Procurement of office supplies including stationery, furniture, etc
• Responsibility for office insurances including liaising with brokers, NY/London offices where applicable and preparation of relevant renewal documentation
• Negotiating new contracts when applicable, ensuring cost effectiveness and provision of quality service
• Responsibility for general housekeeping of the office

Financial Management

• Responsibility for managing and reviewing the office’s annual budget
• Approving invoices and expense requests, ensuring adherence to the firm’s processes and proper accounting procedures
• Overseeing the office bank account including online banking, credit card management, etc.

Managerial Responsibilities

• Supervising and monitoring the work of business administrative staff

Other

• Preparing letters, presentations and reports for partners and firm management
• Ensuring the archive and storage of information in the firm’s document management system
• Implementing and maintaining office administrative systems
• Responsibility for office and client event planning
• General administrative duties in relation to the role

• Bachelor's degree or equivalent (minimum)
• 5+ Years Corporate Experience (minimum)
• Excellent English speaker & German and / or French preferable
• Experience in a similar office management role
• Strong written and verbal communication skills with proficiency in English
• Ability to work in high intensity, fast-paced environment
• Excellent organisational, planning, problem-solving and decision-making skills
• A can do approach
• Previous experience in a Law firm an advantage
• IT literate including experience of ChromeRiver and iManage
• International experience preferred

Salary and Benefits: Competitive

Simpson Thacher is committed to ensuring that everyone can reach their full potential, irrespective of background, identity, or circumstance. We know that we are at our best when we bring together diverse experiences and perspectives. This is why we are focused on fostering a collegial environment which maximises collaboration, empowering every individual to thrive and succeed.