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HI Partners is currently seeking a Senior Administrator for a fixed-term contract (FTC) to join a Financial Services firm in Luxembourg. As a Senior Administrator, you will be responsible for providing comprehensive administrative support to ensure the smooth operation of our organization. This is a great opportunity for someone with strong administrative skills and attention to detail.
**Responsibilities**:
- Provide high-level company secretarial support to the Group
- Maintain the company secretarial obligations for Luxembourg in-house Group companies, ensuring the proper execution of all Conducting Officer/Management/Exco meetings to the highest standard.
- Manage calendars, schedule appointments, and coordinate meetings
- Perform all company secretarial tasks with precision and efficiency.
- Liaising with internal departments and central functions on a daily basis
- Overseeing the maintenance of statutory books and records
- Managing statutory and regulatory documentation and filings
- Prepare and distribute meeting agendas and minutes
- Assist with the preparation and formatting of documents, reports, and presentations
- Manage and maintain accurate records and databases
- Scheduling and managing meetings, including handling meeting requests and attending meetings.
- Assist with the organization of events and conferences
- Preparing and supervising the creation of meeting agendas, ensuring their accuracy and completeness.
- Soliciting reports to be included in board packs.
- Gathering reports and management information.
- Distributing reports and board packs to relevant stakeholders.
- Coordinate travel arrangements and accommodations
- Support the team with various administrative tasks as needed
- Drafting minutes and resolutions for meetings, distributing action points and minutes to participants for feedback within agreed-upon timeframes, finalizing action points and minutes, and organizing approval and/or signing within agreed-upon timeframes.
**Requirements**:
- Minimum of 3 years’ experience in the finance industry, ideally in a Trust and Company setting.
- Strong organizational and multitasking skills
- Excellent attention to detail and accuracy
- Excellent knowledge and comprehensive understanding of the local finance industry and the regulatory requirements within our operational scope.
- Proficiency in Company Law and Corporate Governance
- Proficient in Microsoft Office Suite
- Ability to prioritize and meet deadlines
- Strong communication and interpersonal skills
- Ability to work independently and as part of a team
- Flexibility and adaptability in a fast-paced environment
- Knowledge of administrative procedures and systems
- Professionalism and confidentiality
