Office Manager, Luxembourg Office

at  AIMCo Alberta Investment Management Corporation

CLOSING DATE:

May 4, 2024
Opportunity
Posting will close May 3rd at 11:59 pm EST
Reporting to the Head of Luxembourg, the Office Manager will provide support to the Luxembourg AIMCo team and will work closely with our Canada, New York, Singapore and UK Offices, enhancing effectiveness by providing professional, efficient and effective administrative and operational support. The right candidate is professional, flexible, responsive, multi-tasking, and adept at forging relationships and interacting positively with all levels of the organization.

Responsibilities Include:

• Support company operations by maintaining office systems and supervising staff.
• Manage reception in-person, including but not limited to organizing of meeting rooms, arranging catering, booking taxis. Manage schedules, and calendars to ensure continuous lobby services and schedule adequate coverage.
• Manage incoming & outgoing mail and e-mail (receive, distribute, file, send and track) communications and various correspondences.
• Support the Directors and the team with calendar management, organize meetings and make travel arrangements (transportation and accommodation). Assist the executives when visiting the office.
• Organize the office layout, order stationery and IT equipment when necessary.
• Maintain the office condition and arrange necessary repairs. Organize annual maintenance.
• Partner with HR to update and maintain office policies as necessary.
• Coordinate with IT department on all office equipment.
• Organize office operations and procedures. Ensuring that health and safety policies are up to date. Maintain office security by following safety procedure and controlling access via the reception desk.
• Manage contracts and price negotiations with office vendors and service providers. Report expenses and control invoices.
• Manage office budget, databases, ensure accurate and timely reporting.
• Assist in the onboarding process for new hires.
• Address employees’ queries regarding office management issues (e.g. stationery, hardware…).
• Liaise with facility management vendors, including cleaning, catering and security services.
• Plan in-house or off-site activities, like parties, celebrations, or lunches (e.g. for quarterly board meetings).
• Support the team with maintaining corporate records and files (electronic and paper) for portfolio companies.
• Assist with scheduling board meetings.
• Assisting with Compliance and KYC related matters (i.e. structure chart update, KYC forms etc).
• Supporting the accounts payable function.
• Assisting with filing of corporate records (electronic and paper); may include filings with the Trade Register and UBO Register .
• Coordinating and obtain signatures, arrange for documents to be sent to the right parties in a timely manner.
• Assist corporate team with simple corporate tasks when needed
• Assist with notarization and legalization of documents
• Assist with coordination of sending documents to Luxembourg Authorities

Our Ideal Candidate Qualifications:

• Minimum of 2 year’s relevant experience is required.
• Experience in an investment/asset management, financial or trust services, or domiciliation services company is an asset.
• Fluent in written and spoken English; Fluency in official Luxembourg languages (French, German, Luxembourgish) is an asset.
• High School Degree or Diploma.
• Experience working with external parties is required; experience with external advisors, asset management companies, auditors, law firms, tax advisors is an asset.
• Proficiency in using Microsoft Office software including Word, Excel, Outlook, etc. is required
• Hands-on experience with office equipment (e.g. printers) is an asset.
• Experience processing accounts payable is an asset.
• Ability to work independently to accomplish assigned tasks, with a focus on continuous improvement and drive towards operational efficiencies.
• Strong organizational, multitasking and time management skills, with the ability to prioritize and meet required deadlines.
• Strong communication skills and the ability to work well with others.
• Analytical mind and ability to solve problems.
• Flexible and client focused approach.
• Comfortable working within a small office environment.
• High confidentiality awareness is essential.
• Initiative, drive and the ability to thrive in a fast-paced environment.
• Proactive, keen to learn new tasks and solution driven attitude

Next Steps
We are excited to meet you. Please submit your resume or CV to be considered for this opportunity. Applications are being reviewed on a rolling basis and we will be in touch with any questions.
Final candidates will be asked to undergo a security screening, which includes a credit bureau and a criminal record investigation, the results of which must be acceptable to AIMCo.
ALERT - Be on the lookout for AIMCo career opportunities advertised through third parties that request an application fee or too much information. To verify, all opportunities are posted on aimco.ca/jobs
Just like our investments, our international team is stronger when we are diversified. At AIMCo, we draw upon the differences in who we are, where we come from, and the way we think to foster sophisticated solutions for Albertans. Doing business the right way means building an equitable organization inclusive of all races, genders, ages, abilities, religions, neurodiversity, identities, and lived experiences. Simply put, when you can show up as your authentic self every day, you and your team can truly thrive — all in service of our clients and their beneficiaries

• Support company operations by maintaining office systems and supervising staff.
• Manage reception in-person, including but not limited to organizing of meeting rooms, arranging catering, booking taxis. Manage schedules, and calendars to ensure continuous lobby services and schedule adequate coverage.
• Manage incoming & outgoing mail and e-mail (receive, distribute, file, send and track) communications and various correspondences.
• Support the Directors and the team with calendar management, organize meetings and make travel arrangements (transportation and accommodation). Assist the executives when visiting the office.
• Organize the office layout, order stationery and IT equipment when necessary.
• Maintain the office condition and arrange necessary repairs. Organize annual maintenance.
• Partner with HR to update and maintain office policies as necessary.
• Coordinate with IT department on all office equipment.
• Organize office operations and procedures. Ensuring that health and safety policies are up to date. Maintain office security by following safety procedure and controlling access via the reception desk.
• Manage contracts and price negotiations with office vendors and service providers. Report expenses and control invoices.
• Manage office budget, databases, ensure accurate and timely reporting.
• Assist in the onboarding process for new hires.
• Address employees’ queries regarding office management issues (e.g. stationery, hardware…).
• Liaise with facility management vendors, including cleaning, catering and security services.
• Plan in-house or off-site activities, like parties, celebrations, or lunches (e.g. for quarterly board meetings).
• Support the team with maintaining corporate records and files (electronic and paper) for portfolio companies.
• Assist with scheduling board meetings.
• Assisting with Compliance and KYC related matters (i.e. structure chart update, KYC forms etc).
• Supporting the accounts payable function.
• Assisting with filing of corporate records (electronic and paper); may include filings with the Trade Register and UBO Register .
• Coordinating and obtain signatures, arrange for documents to be sent to the right parties in a timely manner.
• Assist corporate team with simple corporate tasks when needed
• Assist with notarization and legalization of documents
• Assist with coordination of sending documents to Luxembourg Authoritie