ADMINISTRATIVE ASSISTANT (M/F)

ADMINISTRATIVE ASSISTANT (M/F)
 
THE ROLE
-Provide general administrative assistance and general office management;
-Follow up receipt of supplier invoices and processing of payments;
-Liaise with professional services providers: banks, notaries, lawyers, auditors;
-Carry out corporate secretarial work (BOD/AGM/EGM);
-Drafting and formatting simple legal documents;
-Update holding companies' registers;
-Provide assistance in legal reporting and filings;
-Provide assistance in the quarterly ownership reconciliation process;
-Follow up specific queries and issues related to the holding companies;
-Paper document management: scanning, classification, filing, archiving etc;
-Provide assistance in administrative tasks in relation with AML / KYC tasks;
-Perform reception duties such as welcoming visitors and screening and directing phone calls;
-Manage mails, courriers, post, taxi etc ;
-Manage access cards for staff and visitors ;
-Ensure day-to-day running of the office and liaise with suppliers and service providers accordingly (order, receipt, check invoices with actuals, cleaning company);
-Organization of professional travels: book all kinds of transportation, hotels & restaurants and conference rooms;
-Assist in the planning and preparation of meetings and video conferences (organisation of transports, lunch, controlling availability of the room, preparing the room, clearing the room after use...);
-Organise / coordinate team and office events;
-Responsible for petty cash system i.e. controlling payment of necessary bills and keeping a record thereof.
 
THE CANDIDATE PROFILE
-Between two and five years' experience in a similar position;
-Administrative and/or economic education or equivalent;
-Fluent in French and English both written and oral;
-Excellent communication and organisation skills;
-Ability to work in a team, good team player;
-Computer skills - MS Office (Word, Excel, Outlook);
-Service minded and structured with a high level of accuracy;
-Hands-on, independent and selfstarting;
-Understanding of secrecy and work ethics.
 
THE CLIENT
Our client is a prestigious Private Equity boutique located in the city center of Luxembourg.
 
At the final stages of the recruitment process, the successful candidate can be asked to provide supporting documentation such as, for example, copies of diplomas or proof of previous jobs, and a standard criminal record check might also be requested.