Administrative & Billing Assistant (M/F)

il y a 7 jours

Luxembourg Arendt Temps plein

Arendt Regulatory & Consulting is a Luxembourg specialist advisory company owned by Luxembourg’s largest law firm, Arendt & Medernach. Its consultants come from various horizons, with a strong background in consultancy and industry. Arendt Regulatory & Consulting proposes pragmatic and business-minded regulatory advice and assistance to professionals in the financial services industry.

Arendt Regulatory & Consulting is a young and enthusiastic firm composed of professionals from diverse backgrounds with strong track records in consultancy and the fund industry.

To be based in our Luxembourg office, we are looking for:
**Administrative & Billing Assistant**

**Main duties and responsibilities**:

- Provide general administrative support to the entire team;
- Proactively manage calendars, schedule appointments, and arrange meetings, ensuring efficient time management and prioritization;
- Organise business trips (flight, hotel, road map, etc);
- Collaborate and communicate on day-to-day basis with the secretarial team;
- Create and draft documents (Microsoft Word, Excel, PowerPoint...);
- Handling the preparation of contracts, agreements and managing the signing, as well as tasks such as printing, scanning, saving, sending and organizing files;
- Coordinate and manage communication between the different business support teams (HR, accounting, KYC, marketing, reception );
- Handle confidential information with utmost discretion and maintain a high level of professionalism at all times;
- Screening telephone calls, enquiries and requests;
- Manage the stock of office supplies;
- Assisting with expenses reports & suppliers invoices;
- Generate and review of proforma invoices, reconciliation and implementation of clients instructions in the system and follow up of the WIP;
- Monitoring and analysing the financial aspects of the client files in collaboration with the partners and the accounting team;
- Acting as a contact person (internal/external) for the follow-up of the invoicing process;
- Ensuring that roles and deadlines are respected in the validation process of invoices.

**Key Skills, Attributes, and experience**:

- You hold a diploma in secretarial studies (tertiary education level Bachelor or Graduate);
- You have 4 to 5 years’ experience as an assistant;
- You have a perfect command of English and French (both spoken and written), German would be a plus but not essential;
- You have advanced skills with Microsoft office software packages (Word, Excel, Powerpoint, Outlook);
- You are able to work as part of a team or autonomously and have good communication / organisational skills;
- You are able to demonstrate initiative and energetic approach to the work;
- You have an exceptional attention to detail and accuracy;
- You are able to work as part of a team and able to work calmly under pressure;
- You have problem solving ability and ability to take ownership of tasks;
- You have a positive spirit and collaborative mindset.

**We offer**:

- Excellent internal training and career development;
- An entrepreneurial working environment giving priority to collaborative work;
- A hybrid working environment offering flexibility and the possibility to work from home;
- A challenging role within a renowned organization;
- A multicultural environment where we promote diversity, talent & ideas;
- The ability to work and interact with a wide variety of specialists.

**Interested?

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