Job Title:
A diligent and meticulous Administrative Coordinator is required to provide administrative support in a corporate environment.
The ideal candidate will be responsible for ensuring the smooth operation of office procedures, managing correspondence, and maintaining accurate records.
* Corporate & Legal Support:
* Meeting Coordination: Prepare comprehensive documentation for key meetings, including Board of Directors, advisory, and notary meetings.
* Legal Document Management: Track and manage the entire lifecycle of legal documents (review, execution, notarization, legalization).
* Database Integrity: Maintain the accuracy and 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: Provide a welcoming reception experience, acting as the face of the company.
* 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.
Requirements:
* Proven experience as an Administrative Assistant or similar role within a corporate 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 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 successful organization.
* The opportunity to become a key player in the administrative support structure.
* A permanent contract located in an easily accessible area of Luxembourg City.
* A competitive salary package commensurate with your experience and skills.