Office Administrator - Luxembourg - 2026

About Meridiam

Meridiam was founded in 2005 by Thierry Déau, with the belief that the alignment of interests between the public and private sector can provide critical solutions to the collective needs of communities. Meridiam is an independent investment Benefit Corporation and an asset manager. The firm specializes in the development, financing, and long-term management of sustainable public infrastructure in three core sectors - sustainable mobility, critical public services and innovative low carbon solutions - and invests in sustainable SMEs in Europe. With offices in Addis Ababa, Amman, Dakar, Istanbul, Johannesburg, Libreville, Luxembourg, Paris, Vienna and Washington, Meridiam manages c. EUR24 billion and more than 130 projects to date. Meridiam is certified ISO 9001: 2015, ISO 37001 Anti-Corruption certification by AFNOR and applies a unique methodology in relation to ESG and impact based on United Nations’ Sustainable Development Goals (SDGs).

Job Description

We are seeking a highly skilled and experienced Office Administrator to oversee the day-to-day running of our Luxembourg office and ensure a smooth, well-organised working environment for the team. The ideal candidate will bring strong office administration experience, excellent organisational skills and the ability to coordinate multiple priorities with autonomy and reliability. This role will report to the Administrative Director in Paris, and work closely with the Luxembourg team, where the position will be based.

Duties and Responsibilities

Administrative & Employee Support

· Provide general administrative support to employees and management.

· Coordinate business travel arrangements (high priority) and expense reimbursements.

· Distribute and manage incoming and outgoing mail in accordance with company procedures.

· Perform general administrative duties including filing, scanning, document management and correspondence.

· Provide basic first-line IT support and coordinate with IT providers when required.

· Support onboarding activities, including workstation setup and office orientation for new joiners.

Office Operations & Facilities Management:

· Oversee and manage the day-to-day operations of the office to ensure efficiency and productivity.

· Implement and maintain office procedures and policies.

· Ensure compliance with health and safety regulations and workplace safety requirements.

· Coordinate office maintenance, repairs and improvements with vendors and service providers.

· Serve as the primary point of contact with building management.

· Plan and organize office layouts, workspace allocation and office moves.

· Supervise office cleaning services and ensure office facilities are maintained to a high standard.

· Maintain office supplies and equipment inventory and place orders as needed.

Vendor & Budget Management

· Manage relationships with office suppliers and service providers.

· Monitor office-related budgets and expenses to ensure cost-effective operations.

· Negotiate contracts and service agreements with vendors when required.

· Track and oversee office purchases and operational expenditures.

Events & Workplace Experience

· Coordinate and support the planning and execution of company events, meetings and conferences.

· Contribute to creating a positive and collaborative workplace environment.

· Support employee engagement initiatives and office-related activities.

· Participate in ad hoc projects and continuous improvement initiatives.

Requirements

Job Requirements

· Bachelor’s degree in Business Administration, Office Management, or a related field.

· Proven experience in office administration and travel coordinations.

· Fluent in French and English.

· Ability to supervise, guide and coordinate office support staff.

· Strong communication and interpersonal skills.

· Ability to build effective working relationships with stakeholders at all levels.

· Strong organisational and multitasking skills.

· Ability to work independently and exercise sound judgement.

· Strong problem-solving abilities and attention to detail.

· Knowledge of health and safety regulations and office management best practices.

· Experience managing vendors, facilities and office budgets.

· Proficiency with standard office software and administrative systems.