Administrative Assistant | Corporate Secretary

Administrative Assistant / Corporate Secretary

Location: Luxembourg

Contract Type: Permanent

Working Model: Hybrid (3 days per week in the office)

Working Hours: Full-time (40 hours per week)

The salary range for this specific role will be € 45.000 - € 55.000 gross per year.

The final salary will be determined based on relevant skills, experience, and role scope, in line with our objective and gender-neutral compensation framework.

About the Role

We are looking for a proactive and detail-oriented Administrative Assistant / Corporate Secretary to join our team in Luxembourg. In this role, you will provide corporate administration and operational support to a portfolio of client entities, ensuring that all activities are conducted accurately, efficiently, and in compliance with applicable regulations and internal procedures.

This is an excellent opportunity for a candidate looking to further develop their career within an international corporate, legal, fiduciary, or financial services environment.

Some of the things you’ll be doing:

• Maintain corporate records and statutory files for a portfolio of client companies in accordance with legal requirements and internal procedures.
• Assist with the preparation, review, and execution of payment instructions and related administrative processes.
• Coordinate administrative formalities, including liaising with notaries, government authorities, tax administrations, legalisation bodies, and the Luxembourg Trade and Companies Register where applicable.
• Draft, prepare, and process various corporate documents, resolutions, correspondence, reports, and other legal or administrative documentation.
• Support accounts receivable activities, including the follow-up and collection of outstanding client invoices.
• Assist in the timely execution of corporate actions, transactions, and financing-related activities.
• Prepare and coordinate statutory filings, including annual accounts and other required corporate filings.
• Organise and coordinate client meetings, ensuring a professional and welcoming experience for clients and stakeholders.
• Support the preparation and administration of board meetings, including logistics, documentation, and follow-up actions.
• Work closely with colleagues across different departments to ensure high-quality client service delivery.

What technical skills, experience, and qualifications do you need?

• Secondary school diploma or equivalent qualification.
• 1-3 years of relevant experience within a corporate services, fiduciary, legal, tax, trust, or financial services environment in Luxembourg.
• Fluent in English, both written and spoken. Knowledge of French, German, or Luxembourgish would be considered a strong advantage.
• Excellent organisational and time-management skills with strong attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced international environment.
• Strong interpersonal and communication skills with a client-focused approach.
• Proactive, positive, and solution-oriented mindset.
• Strong team player who enjoys collaborating with colleagues and building effective working relationships.
• Good command of Microsoft Office applications, particularly Word, Excel, and Outlook.