Corporate Administrative Assistant

Job description

About the Role We are seeking a Corporate Administrative Assistant to support our office operations by ensuring the smooth execution of administrative procedures, office systems, and project monitoring. Key Responsibilities • Provide administrative and secretarial assistance to the team; • Assist with the timely and accurate execution of corporate and finance transactions; • Receive telephone calls, take messages and prepare incoming and outgoing correspondence; • Maintain agendas, schedule meetings and appointments, and provide reminders to the relevant parties; • Organise legalisations, notarisation and apostilles of corporate documents; • Liaise with administrative authorities and external service providers (including lawyers, notaries and other third parties); • Support the teams in collecting AML/KYC documentation where required; • Maintain physical and electronic client files, ensuring accurate filing and record keeping; • Monitor the completeness and accuracy of client files; • Maintain communication with clients, including coordinating the corporate calendar; • Provide day-to-day office management support, including the management of meeting rooms, welcoming clients and visitors, coordinating office facilities and providing general administrative support to internal teams. Your Profile • Secretariat degree or equivalent; • Knowledge of Luxembourg legislation; • At least 2 years of experience with a professional services firm; • Professional working proficiency in English and an excellent command of French, both written and spoken; • Have strong communication skills and work well in a team; • Are accurate, flexible, hands-on, and deliver their best work when facing a tight deadline; • Proactive with a client service orientated attitude; • The ability for multiple tasks requested at the same time and set priorities; • Ability to solve problems and work independently and as a member of a team; • Luxembourgish work permit or equivalent is mandatory. Fluency in English and French. Why Join Us? Career growth opportunity. A dynamic and collaborative work environment in the heart of Luxembourg’s financial hub. Exposure to diverse investment structures and a fast-evolving industry. During the final stages of the recruitment process, the selected candidate will be asked to provide supporting documents such as copies of diplomas and work certificates. An official criminal record extract (bulletin no. 3) will also be requested for consultation purposes.