Office Administrator

Business & Operations
Written By Bruno Santos

Location: House of BioHealth, Luxembourg 

Type: Full-time

Role overview:

The Office Administrator ensures the efficient day-to-day operation of Exobiosphere’s office environment. This role provides hands-on administrative and coordination support across office operations, facilities, and internal processes, enabling the team to focus on core scientific and business activities in a well-organized workplace. 

Responsibilities: 

Office & Facilities Management 

  • Manage office access (badges, keys) and visitor registration 

  • Liaise with building management at House of BioHealth, including maintenance and cleaning services 

  • Coordinate office moves, desk setup, and basic space organization 

  • Ensure health and safety fundamentals are in place (emergency contacts, signage, first aid kits) 

  • Track and manage shared office equipment (screens, chairs, lab-adjacent office items) 

Administrative Operations 

  • Maintain internal administrative trackers (contracts, suppliers, renewals, warranties) 

  • Prepare standard administrative documents (confirmations, letters, basic forms) 

  • Organize and maintain digital filing structures and naming conventions 

  • Support audits and inspections through document preparation and coordination 

Meetings, Events & Travel Coordination 

  • Coordinate meeting logistics, including room bookings, catering, and access badges 

  • Support internal events such as team days and small workshops 

  • Arrange business travel logistics (flights, hotels, visa support documentation) 

  • Prepare meeting agendas, take minutes when required, and archive records 

Internal Communication & Coordination 

  • Act as the primary point of contact for office-related questions 

  • Circulate internal communications (office closures, procedures, operational updates) 

  • Maintain and update internal guidelines and operational documentation 

  • Support rollout and adoption of internal tools (shared drives, booking systems, workflows) 

Process & Tools Improvement 

  • Identify recurring administrative tasks and propose practical improvements 

  • Implement simple tools such as templates, trackers, and standardized forms 

  • Document administrative processes to ensure clarity and repeatability 

  • Support team adoption of internal systems and procedures 

Requirements: 

  • Degree or professional training in business administration, office management, or a related field 

  • 5-10 years of experience in an office administration or comparable support role 

  • Strong organizational skills with a high level of reliability and attention to detail 

  • Proficiency with standard office tools (Microsoft Office, Google Workspace, shared calendars, document management systems) 

  • Clear and professional communication skills in English and French 

  • Ability to manage multiple parallel tasks and maintain operational priorities 

  • Legal right to work in Luxembourg 

join ouR team!

Why EXOBIOSPHERE? 

Innovative Environment: Join a forward-thinking team where your organizational skills and expertise will support groundbreaking discoveries. We foster a culture of innovation and continuous learning. 

Strategic Location: Work at the House of BioHealth in Luxembourg, a premier biotech hub offering state-of-the-art facilities and a vibrant community of like-minded professionals. 

Professional Growth: We are committed to your career development, providing ample opportunities for advancement and professional growth in the exciting field of space-based drug discovery. 

Competitive Packages: We offer attractive compensation packages, including benefits and incentives, designed to reward your hard work and dedication. 

Collaborative Culture: Be part of a supportive and collaborative team that values diverse perspectives and works together to achieve ambitious goals. 

Global Impact: Contribute to pioneering research that has the potential to transform healthcare and improve lives worldwide. 

This is an unparalleled opportunity to work at the exciting intersection of space and health, where your contributions will have a global impact.  We seek passionate and driven individuals who are eager to work hard and be part of our visionary team.  We offer competitive packages and a dynamic, collaborative environment at the House of BioHealth in Luxembourg.   

Apply Now and Launch Your Career into Space with EXOBIOSPHERE!

Bruno Santos
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