Junior Office Manager

About Utmost International

Utmost International is a leading provider of insurance-based wealth solutions operating across the UK, Europe, Latin America, Asia, and the Middle East. Its solutions are largely based on unit‑linked insurance policies, serving the needs of affluent, high net worth (HNW) and ultra‑high net worth (UHNW) individuals.

About Utmost Luxembourg S.A.

Sitting at the crossroads of private banking, asset management, and insurance, we operate in a well‑established and fast‑growing division of the financial services industry. Our dynamic international team of 450+ experienced wealth structuring specialists, subject‑matter and technical experts consists of 50 different nationalities, speaking over 30 languages.

We are a diverse and inclusive organisation driven by a values‑based culture that promotes excellence, ambition, and innovation. We invest in talented teams who develop their expertise, curated through support and training, and fostered through a people centred culture. Our people truly are our greatest asset!

Your role - Are you ready for a challenge?

Your responsibilities will be as follows:

• Office Management
  • Assistance to Director and rest of the team
  • Office organization: visits, contact with suppliers, etc.
  • Travel booking for the team & management of expenses/invoices (plain tickets, trains, hotels, restaurants)
  • Coordination of small projects (stationary, printing, events)
  • Basic management & coordination of tax, regulatory and operational issues of our entity
  • Support in‑house meetings with partners and clients
  • Follow up on incidences until resolution with our service providers (IT, Banking, facilities, phone, internet…)
  • Coordination of electronic and physical envelopes, and collecting of packages.
• Sales Support
  • Data introduction in the Remediation tool (AML information on the clients)
  • Marketing Data base for events. Emailing, etc for Spanish & Latam clients
  • Salesforce data management on meetings and contacts
  • Assisting Sales Managers with form filling for new business and transactions
  • Assisting Sales Managers in keeping track of all the transactions.

Your profile – Have you got what it takes to become our Junior Office Manager?

• 1‑2 years of experience in a similar role
• Fluency in Spanish & English
• Secretarial degree & skills
• Adaptable and flexible, you enjoy working in a challenging and dynamic environment
• A team player with outstanding organisational and communication skills
• Customer‑oriented approach, professional appearance and conduct, diplomatic and demonstrate absolute discretion as the situation demands
• Ability to operate autonomously, prioritise tasks and exercise sound judgment and creativity in finding solutions
• Proactive and reactive, quick learner with the willingness to learn about the business and contribute to its success.

As an equal opportunity employer, all qualified applicants will receive consideration for employment without regard to gender, colour, religion, sexual orientation, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Given the sensitive nature of our business, industry sector and the role as described, the selected candidate is required to provide a criminal record (Bulletin n°3 for Luxembourgish residents). This excerpt will be kept by Utmost Luxembourg S.A. in compliance with article 8‑5 (2) of the law of 23 July 2016 and for no longer than one month from the conclusion of the employment contract; otherwise, it will be destroyed without any undue delay should the candidate not be hired.

Utmost Luxembourg S.A. is aware of its obligations under the General Data Protection Regulation (GDPR) and is committed to processing your data securely and transparently.

Our Recruitment Privacy Notice is in line with GDPR and provides more information with regards to the types of data that we collect and hold on you as a job applicant, including for the performance of Background Checks. It also sets out how we use that information, how long we keep it for and other relevant information about your data. For full details please click here Recruitment Privacy Statement.