Administrative Assistant / Office Manager

at  Viking EMEA

We are seeking an enthusiastic, highly motivated and organized colleague to join our team as an Administrative Assistant. The ideal candidate will provide comprehensive administrative support to our headquarters and other EMEA locations, Management Board as well as other departments. As an Administrative Assistant, you will play a critical role in ensuring the smooth operation of the company by handling various office support and administrative tasks, coordinating schedules, and assisting with project management. You will interact with colleagues and suppliers at both local and international level. This is an excellent opportunity for someone who is detail-oriented, proactive, and thrives in a fast-paced international environment
Tasks

• Handle general office management duties, such as post, supplies, welcoming visitors, answering calls
• Manage company cars (fleet management including dealing with external leasing partners, gathering necessary documents and arranging signing, checking invoices, keeping the master data updated, archiving, etc.
• Prepare mailings, bulk letters, reports and other documents
• Assist the team members with day-to-day administrative tasks, including scheduling meetings, managing calendars, and making travel arrangements
• Prepare and organize documents, reports, and presentations for internal and external meetings
• Coordinate and follow up on action items, ensuring timely completion and appropriate communication
• Conduct research and gather information to support decision-making processes
• Collaborate with cross-functional teams to facilitate effective communication and project coordination
• Assist in the preparation and monitoring of budgets, expense reports, financial documents, etc.
• Help maintain and update databases, files, and records, ensuring accuracy and confidentiality
• Organize, plan and execute company events, meetings and conferences
• Perform other administrative tasks
  You will report directly to our Human Resources Director and work from our premises in Niederkorn.
  Requirements