Administrative Corporate Assistant

il y a 5 jours

Luxembourg Fundamentals SA Temps plein

Fundamentals is an independent specialized professional of financial sector which provides a wide range of financial services including domiciliation, corporate secretarial and accounting services, fund administration and services, directorship of companies, tax compliance, and company winding-up assistance. We are here to customize solutions to help you thrive in the dynamic world of finance.

Our success is built on strong relationships, driven by our continued commitment and dedication. We firmly believe that satisfied clients are our greatest achievement.

Our corporate culture is centered around innovation, collaboration, and inclusivity, empowering our employees to contribute their unique perspectives. Our workplace embodies transparency, open communication, and a shared pursuit of excellence, inviting you to join a team where growth and collaboration are central to our ongoing success.

We are looking for an **Administrative Corporate Assistant (M/F)** on a permanent contract.

**Your responsibilities cover the following aspects in the management of Luxembourg-based companies**:

- Coordinating the printing, the execution, the scanning and the proper filing (electronically and physically) of any document
- Setting up the files, organizing the documentation for the compliance file and legal files
- Collecting and dispatching incoming and outgoing mails (documents, mails, faxes, DHL ) to the relevant persons
- Preparing payments, liaising with the banks
- Preparing correspondence for clients by drafting letter(s), putting them in correct and professional standing
- Taking up phone calls in case of absence/occupation of the relevant persons of his/her Fiduciary Director’s team, taking messages and doing follow-up if required
- Making photocopies, filing incoming documents
- Organizing the documentation for the compliance and legal files
- Saving all documents related to clients companies electronically and physically in a proper manner and ensuring that original documents are kept properly at the registered office
- Assisting with the onboarding of companies and establishing their corporate structures.
- Assisting with the coordination and management of board meetings, general meetings, and with the draft of various corporate legal documents, such as Annual General Meeting (AGM) documents, Extraordinary General Meeting (EGM) documents, Articles of Association (AoA), liquidation deeds, shareholders' agreements, and more.
- Coordinating of daily administrative and legal formalities for varied and complex client portfolios (regulated and unregulated real estate and corporate entities, funds, trusts, and companies).
- Handling matters related to account opening, acquisitions, board resolutions, official publications and filings, notarial and private deeds, company incorporation, and liquidations.
- Filing with the RCS, RBe and LNIN

**Your qualifications**:

- Diploma in secretarial studies - law studies
- 2-3 years of professional experience in a similar role.
- Excellent written and verbal French communication skills.
- Fluent in English. Additional languages being an advantage.
- Strong interpersonal skills (courtesy, discretion) and ease in communication (interpersonal and telephone)
- Proactive and initiative-driven
- High level of autonomy
- Organized and methodical approach
- Excellent command of MS Office (Word, Excel, PowerPoint, Outlook)
- Knowledge of Docusign
- Effective task prioritization and workload management

**We offer**:

- Quality internal training and professional development opportunities
- An entrepreneurial work environment focused on collaboration
- A challenging role within a growing organization
- Flexible work schedules
- A multicultural environment that values diversity and innovation You recognize yourself in this job description?

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