Overview
Office and administrative assistant Jobs in Luxembourg, Luxembourg at Anonymous
Title: Office and administrative assistant
Company: Anonymous
Location: Luxembourg, Luxembourg
A mid-sized company operating in the financial sector is currently recruiting, an Office and Legal Assistant:
This role is integral to managing the daily operations of the firm, providing essential support across a range of office, team support and administrative tasks in both French and English.
Office and Team Assistant support:
-Support Luxembourg team on scheduling meetings/appointments and travel arrangement as appropriate
-Support Luxembourg Office: management of visitors and incoming calls. Management of meeting room, office supplies, catering, taxis, postage and couriers.
-Optimize and organize filing systems (both paperand electronic).
-Manage the relationship with the property manager.
-Provide support and organization for the Board of Directors and Annual General Meetings.
Administrative Legal & Finance support:
Support and work closely with the team on administrative and legal documentation:
-Filing and archiving legal documentation for Luxembourg entities, including general legal and corporate information, intercompany contracts, management documents, annual accounts, real estate documents, and legal documentation regarding transactions with affiliates.
-Support in the coordination of transaction’s closings, including handling of documents for notarization, apostille, or certification, and coordination with the different service providers, tax agency, notary in Luxembourg.
-Updating and coordination of companies’ securities registers
and coordinating with the different parties and advisors
-Support on the coordination of AML/KYC documentation and queries
Support and work closely with the team on finance matters:
-Support in managing and coordinating T&Es and providers intercompany invoices and recharges
-Monitoring of bank account balances
Qualifications/Requirements:
Relevant work experience in a similar role.
Fluent in English and French (written and oral). Knowledge of Italian, Spanish, German languages is an asset.
Proactive mindset with strong attention to detail and accuracy. Reliable and dependable.
Energetic and motivated. Highly organized. Customer-focused approach.
Excellent verbal communication and active listening abilities.
Able to handle pressure.
Skilled in Microsoft Office (Word, Excel, PowerPoint, Outlook)
Strong numerical ability and understanding of business concepts (banking,
corporate docs, invoices)
