Secretary / administrative assistant

Secretary / Administrative Assistant

Contract Type Permanent (Full-Time)
Location Luxembourg
Experience Required 5+ years in administrative roles
Languages German · French · English · Luxembourgish (basic)
Reporting To Business Owner

About the Role

We are looking for a proactive and organised Secretary / Administrative Assistant to join our retail business. This is a pivotal role within our organisation, providing essential administrative support to both the business owner and the wider team. The ideal candidate is a self-starter who thrives in a dynamic environment, communicates with confidence, and takes pride in keeping operations running smoothly.

Key Responsibilities

Administration & Office Management

Oversee the daily office operations, ensuring smooth and efficient workflows
Prepare and manage quotations, invoices, and delivery documents
Process and follow up on supplier and customer orders
Maintain organised filing systems (physical and digital)

Customer Relations & Communication

Serve as a primary point of contact for customers via email and phone
Ensure timely, professional, and courteous communication across all channels
Handle and resolve customer inquiries, escalating when necessary

Team & Owner Support

Provide day-to-day administrative support to employees and the business owner
Prepare reports, to-do lists, and briefing documents for the owner as required
Assist in planning and coordinating staff holidays and days off
Support internal coordination to ensure the team operates cohesively

Your Profile

Qualifications & Experience

Minimum 5 years of professional experience in an administrative or secretarial role
Proven track record in office management, customer relations, or executive assistance
Experience in a retail environment is an advantage

Technical Skills

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Familiarity with CRM platforms and customer management tools
Experience with invoicing and accounting software
Comfortable using communication and collaboration tools (e.g., Teams, Slack, or similar)

Soft Skills

Strong organisational skills with the ability to manage multiple priorities
Excellent written and verbal communication
Ability to work both independently and as part of a team
Discretion, reliability, and a proactive, solution-oriented attitude

Languages

Full professional proficiency in German, French, and English (spoken and written)
Basic knowledge of Luxembourgish is required

What We Offer

A stable, long-term position within a well-established retail business
A collaborative and supportive working environment
Direct collaboration with the business owner and meaningful responsibility
Competitive remuneration package based on experience
Coordinated holiday and leave planning for a healthy work-life balance

How to Apply

Interested candidates are invited to submit their CV along with a cover letter to the contact details provided. We look forward to receiving your application and getting to know you.