Description

Position: Receptionist

Location: Luxembourg

About Us

The Maples Group is a global leader in financial services, trusted by many of the world’s largest hedge fund managers, private equity firms, and international corporations.

Our side-by-side financial and legal teams consistently deliver award-winning services to a global client base, offering unrivalled learning and career opportunities to our 2,500 colleagues worldwide.

What is it like to work here?

We are driven to excel, and collaboration is key to our continued success. We can go further for our clients because we go further for each other too. Our inclusive culture creates an environment where people can be themselves at work while doing their best work. No matter where you work in the Maples Group, you will be part of a global team. 

The Opportunity

We are looking for a Receptionist to join our financial services business in Luxembourg.

As part of the global expansion of the Maples Group’s financial services offering, our Luxembourg office opened its doors in 2007. Located in Cloche d'Or, a commitment to service excellence and investment in our people quickly established Luxembourg as a regional hub where our 80+ teammates deliver the best-in-class solutions to clients worldwide alongside our Maples and Calder (legal services) colleagues

As part of our Luxembourg team you will be performing below key duties:

Key duties:

Under the supervision of the Operations Manager ("OM"), the Receptionist is responsible for answering all incoming calls to the switchboard, managing the incoming and outgoing post, emails and faxes to the electronic mail boxes, greeting all new staff, clients and visitors to the office. The Receptionist will also provide support with the Operations-related administrative tasks as necessary. This includes, but it not limited to the following areas of responsibility:

• Ensuring the Reception opens and is ready (kept tidy and looks professional) on time to welcome clients, providers and visitors;
• Promptly answering all incoming calls to the switchboard with a professional introduction and transferring calls as necessary;
• Handling of incoming and outgoing post and other dispatch to the relevant departments;
• Scanning incoming express mails and file into system;
• Ensuring that the company cost-recovery system is properly maintained;
• Promptly responding to and addressing emails to the shared mailboxes – liaising with the representative of the core teams to resolve queries in a timely manner;
• Monitoring shared mailboxes and liaising with Ops, Security and Mailroom teams as appropriate to address queries;
• Providing support to Operations Administrators with monitoring and ordering stationery, office and kitchen supplies; assist with maintaining the related inventory;
• Managing boardroom facilities and ensuring all client meetings are professionally organised;
• Assisting with premise issues;
• Assisting with ad-hoc projects, as required

Requirements:

In addition to indisputably high ethical standards and autonomy, the ideal candidate possesses the following:

• Fluent in English & French;
• At least 2 years’ experience in reception, or in a similar administrative position and business
• Strong communication and customer service skills
• Strong organisational skills
• Attention to detail
• Proficient with using computers and MS Office Outlook, Word and Excel
• Proficient with using photocopy and scanning machines
• Ability to maintain confidentiality of information
• Strong time management and prioritisation skills
• Strong attendance records and good time-keeping
• Ability to work effectively within a team as well as independently when required

Benefits & Rewards

The most enduring professional relationships are reciprocal relationships.  The Maples Group prioritises employee health and wellbeing. Depending on your location, we offer a range of benefits, including:

• Comprehensive health coverage (medical, dental and optical);
• Competitive vacation packages;
• Educational assistance and professional development programmes;
• Life insurance;
• Travel insurance;
• Global mental wellness programme;
• Sports clubs and social events;
• Hybrid work;
• Lunch vouchers.

You can learn more about the Maples Group on our corporate website.  Experience our culture and our people on our Careers Page or on LinkedIn.

Disclaimer: All personal information collected during the application process will be used for recruitment-related purposes only. Please refer to our Job Applicant Privacy Notice at maples.com/privacy for details on how we handle personal information relating to job applicants.