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Office Administrative Assistant (Ref.SJL339) – CLOSED

Falkerin™ Recruitment specializes in Legal & Compliance, Accountancy & Finance as well as Banking and Operational Services recruitment. We are also often mandated to assist in recruiting for Business Support roles such as HR, Personal Assistant, Receptionist or Administrative Officer positions. We work with leading financial institutions in Luxembourg. Our clients’ portfolio include major Service Providers, leading Fiduciaries, Management Companies, Real Estate Investments and global Private Equity Houses.

Please see below job description and if you believe you have relevant experience and would like to be considered for the post please send us your CV in English by clicking on the below APPLY button.

Alternatively you can send us your profile to legaljobs@falkerin.lu. Please make sure to include job Reference#.

Work place: Luxembourg
Ref.SJL339

Responsibilities:

  • Day-to day administration of the office
  • Ensuring equipment in the office is working properly and maintenance of the equipment planned ahead and performed on timely basis
  • All necessary stationery as well as any other office related supplies are ordered in a timely manner and available to the team members when required
  • Acting as the main contact person for the banks
  • Preparing the necessary documents for the opening and closing bank accounts
  • Ensuring the bank accounts are open in a timely manner and are operational prior to any major transaction
  • Assisting with the payment process
  • Ensuring the payment ledger is up-to-date and invoices are settled on time
  • Answering phones and routing calls to the correct person or taking messages
  • Filing and retrieving corporate records, documents, and reports
  • Helping prepare for meetings
  • Greeting visitors and deciding if they should be able to meet with executives
  • Making travel arrangements as required by the management
  • Opening, sorting and distributing incoming faxes, emails, and other correspondence
  • Provide general administrative support
  • Keeping corporate records and registers
  • Corresponding with local authorities
  • Assisting with the preparation of the forms and documents required for publication with the relevant authorities
  • Assisting with the approval process of the annual accounts and preparation of the relevant documents
  • Organizing files and updating folders and online database on regular basis
  • Assisting the legal team with certain corporate aspects of the projects (e.g. acquisitions, disposals)
  • Coordinating signatures of the corporate documents
  • Preparing the closing bibles and updating the online database where required
  • When appropriate researching and collecting data to prepare documents for review and presentation by boards of directors and executives
  • Coordinating the execution and legalization of various corporate documents and agreements
  • Convening of shareholders' and board meetings
  • Assisting Legal Team in corporate governance of companies

Requirements:

  • Good presentational skills
  • Previous experience working in the field
  • Fluency in English and French. Other languages including Luxembourgish considered an asset
  • Good Microsoft Office skills
  • Excellent communications skills
  • Team Player
  • Dedicated, organized with positive personality

Apply