Office Operations Assistant

JOB DESCRIPTION

Herbert Smith Freehills Kramer is a world-leading global law firm, where our ambition is to help you achieve your goals.

Exceptional client service and the pursuit of excellence are at our core. We invest in and care about our client relationships, which is why so many are longstanding. We enjoy breaking new ground, as we have for over 170 years.

As a fully integrated transatlantic and transpacific firm, we are where you need us to be. Our footprint is extensive and committed across the world’s largest markets, key financial centres and major growth hubs.

At our best tackling complexity and navigating change, we work alongside you on demanding litigation, exacting regulatory work and complex public and private market transactions. We are recognised as leading in these areas.

We are immersed in the sectors and challenges that impact you. We are recognised as standing apart in energy, infrastructure and resources. And we’re focused on areas of growth that affect every business across the world.

All of this is achieved by supporting the growth of our people, who help us deliver on our ambition – which is to help you achieve yours.

Herbert Smith Freehills Kramer : Your goals. Our ambition

The Opportunity

Primary Objectives

Support the Finance & Operations Manager across a range of administrative duties, including the day‑to‑day running of the office, managing both paper and electronic filing systems, handling incoming and outgoing post, and completing general ad hoc administrative tasks.

Offer comprehensive support to the local Office Operations department, encompassing our three service lines : facilities, client services, and legal support; and with the help of the CoE (Centres of Excellence)

The individual must be able to work independently as well as collaboratively, demonstrating strong attention to detail and a high level of accuracy.

Key responsibilities

Client services :

Welcome visitors and ensure they are directed appropriately.

Prepare meeting rooms before and after use, ensuring they are tidy and well‑organised.

Provide refreshments, ordering lunches and support meeting‑related requirements.

Coordinate and assist with video conferences, audiovisuals, computers, calls and facilities in general for the celebration of all kinds of meetings and events in the office

Attend and manage the calls received in the general office telephone number.

Facilities and document services :

Ordering office supplies and maintaining inventory list

Report any maintenance issues and ensure that follow-up is conducted

Collect, sort and distribute incoming and outgoing post and couriers

Help with the coordination of internal office moves

Help assess the best practices for office workplace risk prevention.

Visitors' management and corporate security passes

Legal support :

Provide administrative assistance to the legal support team

Help with travel arrangements

Administrative and Finance services :

Code invoices for approval in line with internal processes.

Scan and file all invoices in Worksite (HSF’s online filing platform).

Maintain and file transactional documentation for the Business Finance team.

Carry out general ad hoc administrative tasks as needed.

General responsibilities :

Adhere to the firm's policies and procedures, including those that are formal, informal, documented, or verbal.

Take all necessary steps to ensure that you know the correct procedures. Maintain inquisitive, collaborative, and vigilant work habits, stay on top of changes, and develop more efficient work processes.

Demonstrate enthusiasm and proactivity in the workplace, including participating in and contributing to group meetings, firm initiatives, focus groups, pilot groups, team-building activities, learning and development sessions, and other relevant activities.

Take responsibility for their own learning, taking recommended training, staying up to date with company policies, adopting new or improved work practices recommended by the company by sharing information with the rest of colleagues on better ways of working.

Team

Office Operations

Working Pattern

Full time

Location

Luxembourg

Contract type

Permanent Contract

Diversity & Inclusion

We are committed to attracting people from all backgrounds and creating a respectful and inclusive culture where everyone thrives. We see this as essential to our success, including our ability to innovate and achieve sustained high performance. This is a key part of our Values—Human, Bold, and Outstanding.