Office Manager & Administrative Assistant

Description

The role oversees the daily operations of the Luxembourg office and provides administrative support to the Management Company. Key responsibilities include managing relationships with outsourced administration providers, coordinating invoice processing with internal and external accounting teams, preparing and filing corporate documents with the Luxembourg registers (LBR and RBE), conducting KYC and due diligence procedures, and maintaining the Management Company’s corporate records and archives.

Tasks

Office management

• Organize and coordinate office operations, procedures (reception, meeting rooms and office administration) and resources, to facilitate organizational effectiveness and efficiency

• Prepare internal and external meetings and activities (e.g. booking rooms, assisting with travel arrangements, organizing refreshments and printing materials)

• Screen incoming enquiries (phone/email) and requests and handle them as appropriate

• Act as primary point of contact for outsourced administration providers (e.g. accounting firm, mobile phone company, landlord, payroll agents), maintain a log of issues and follow up on outstanding action points

• Manage incoming and outgoing mail and couriers, and organize the circulation of documents for signature

• Support the administrative onboarding and departure of employees (e.g. access, equipment, supplies) Administrative support

• Process invoices from service providers: check, code and obtain approval, process them for payment and archive; work with the external and internal accounting teams to ensure timely and correct payment; keep supplier files and the overview of service provider contracts up to date

• Prepare and submit filings with the Luxembourg Business Registers (LBR), such as annual accounts and changes in directors, conducting officers or signatories, and maintain the filings with the Register of Beneficial Owners (RBE) and with the Register of Companies (RCS), ensuring legal deadlines are met

• Handle incoming KYC and due diligence requests from external parties concerning ECAM and the funds it manages, ensuring complete and timely responses and keeping the supporting documentation up to date

• Maintain the Management Company’s corporate records (e.g. registers, list of authorized signatories, powers of attorney) and arrange certified copies, notarizations and signatures as required

• Support the organization of Board and Executive Committee meetings (e.g. scheduling, circulation of documents, collection of signatures, filing of minutes and resolutions)

• Support the Oversight team during external and internal audits by collecting and organizing the legal documentation required by the auditors

• Structure and keep the Company’s archive up to date (electronic and original documents), in line with applicable retention requirements

• Maintain a calendar of recurring administrative and filing deadlines and follow up on them

Qualifications

• Secondary education (a university degree is an asset)

• At least 2 - 3 years of previous experience in a similar role

• Background in banking, finance or the fund industry is advantageous; knowledge of the Luxembourg registers (LBR, RBE) is an asset

• Fluent in written and spoken English; good command of French is required

• Service minded, team player, detail oriented and well organized, with the ability to handle confidential information with discretion