Secretary and Administrative Assistant - DE + EN

Secretary and Administrative Assistant - Corporate & Legal Focus

Location: Luxembourg City 

For one of our clients, a key player in their sector based in the heart of the Luxembourg-Gare district, we are currently seeking a highly organized and proactive Secretary and Administrative Assistant to join their dynamic team.

This is a fantastic opportunity for a professional who thrives in a multi-faceted role combining corporate secretarial duties, legal administrative support, and general office management.

Your Mission

As the cornerstone of our client's administrative and legal operations, you will ensure the seamless flow of daily activities. Your meticulous attention to detail and ability to manage competing priorities will be essential for maintaining efficiency, supporting senior management, and upholding the company's high standards of compliance and professionalism.

Key Responsibilities

Corporate & Legal Administration:

• Meeting Coordination: Organize and prepare comprehensive documentation for key meetings, including Board of Directors, advisory, and notary meetings.

• Legal Document Management: Prepare, track, and manage the entire lifecycle of legal documents (review, execution, notarization, legalization).

• Database Integrity: Ensure the accuracy and constant updating of the corporate legal database, tracking all relevant information as it becomes available.

• Drafting & Communication: Draft official correspondence for banks, authorities, and other third parties, ensuring clarity and professionalism.

• Audit Support: Assist in the annual audit process by collecting, preparing, and distributing all necessary documentation and auditor requests.

Office & Administrative Management:

• Document Flow: Manage all incoming and outgoing correspondence (mail, emails, documents), ensuring efficient sorting, scanning, distribution, and archiving according to the established filing system.

• Financial Administration: Process and record invoices, receipts, and bank statements, collaborating closely with the finance department to ensure accurate tracking of payments.

• Office Operations: Oversee the procurement and inventory of office supplies, ensuring the team is well-equipped for daily operations.

• First Point of Contact: Act as the face of the company, welcoming visitors with professionalism and providing a courteous reception experience.

Communication & Coordination:

• Communication Hub: Serve as a central point of communication, expertly filtering and directing phone calls, emails, and inquiries to the appropriate channels.

• External Liaison: Collaborate effectively with external partners, including Luxembourg authorities, notaries, banks, and legal counterparts.

• Internal Support: Ensure transparent and effective communication by distributing documents and information to internal and external stakeholders.

Your Profile

• Proven experience as a Secretary, Administrative Assistant, or Legal Assistant, preferably within a corporate, financial, or legal environment in Luxembourg.

• Exceptional organizational skills with a proven ability to manage multiple tasks and deadlines simultaneously.

• Meticulous attention to detail and a high level of accuracy in all tasks.

• Strong proficiency in the MS Office Suite (Word, Excel, PowerPoint, Outlook).

• Ability to handle sensitive and confidential information with the utmost discretion.

• Excellent communication and interpersonal skills, both written and verbal.

• A proactive, autonomous, and solution-oriented mindset.

• Fluency in English is mandatory. Proficiency in French and/or German is considered a significant asset.

What We Offer

• A challenging and diverse role at the heart of a professional and successful company.

• The opportunity to become a key player in the administrative and legal support structure.

• A permanent contract located in an easily accessible and central area of Luxembourg City.

• A competitive salary package commensurate with your experience and skills.

Interested in this opportunity?

If you are ready to take on this key role and believe you have the skills and mindset to succeed, we would love to hear from you.