Administrative / Personal Assistant

• Scheduling meetings, setting up conference calls across multiple times zones, organising internal and external meetings, venue organisation and preparation of required documents; Taking meeting notes if applicable;
• Assisting with and coordinating all administrative tasks related to client portfolios. Maintaining and monitoring the entire life cycle of client files from opening to closing in scope of the value chain;
• Managing both internal and external communication (e-mails /phone calls) related to the client portfolios;
• Daily record keeping with electronic and hard copies and filing of documents in accordance with the applicable conventions;
• Ensuring that the allocated portfolios are in compliance with the firm's rules and standards, liaise on a regular basis with the KYC, risk team for example;
• Updating our CRM database precisely on a regular basis;
• Handling of basic correspondence between lawyers, bailiffs, courts and experts;
• Ensuring that the files parameters and data in the billing system are correct, up-to-date and in line with the client's instructions and billing specificities;
• Filing of documents in compliance with the applicable conventions in the dedicated software, inter alia filing with public authorities.

• You have a degree in Office Management or International Administrative Management (ESA) or Euro Management Assistant or equivalent;
• You have excellent time management skills, ability to multi-task and prioritise work;
• You ideally have a first professional experience as an assistant in an international environment, ideally in the legal, advisory or financial sector;
• You are fluent in English and either written and spoken German or French (native speaker level);
• You are highly proficient in MS Office;
• You have a service-oriented mind-set with the necessary eye for detail and problem solving skills;
• You are able to work autonomously and as a team player;
• You are able to handle confidential information with discretion.

Jobs.lu