Administrative Assistant – Compliance

Client Description:

Manpower Luxembourg is recruiting for one of its clients, a prestigious international financial institution
(Senior) Administrative Assistant – Compliance & Non-Financial Risk (M/F/X)

Job Description:

Purpose

Within the Risk Office Department, the (Senior) Administrative Assistant will provide high-level executive, administrative, and secretarial support to the Chief Compliance Officer (CCO) and Head of Non-Financial Risk.

This role requires excellent organisational skills, sound judgement, and absolute discretion, as it involves handling confidential, integrity-related, operational risk, and potentially market-sensitive information.

The successful candidate will act as a trusted and reliable partner, ensuring the smooth functioning of the CCO's office and supporting the effective governance and oversight of the institution's Compliance and Non-Financial Risk frameworks.

Operating Network

The (Senior) Administrative Assistant will support the Chief Compliance Officer and act as a backup to other assistants within the department when required.

Key Responsibilities
Executive & Secretarial Support

• Manage and prioritise the agenda of the CCO / Head of NFR, coordinating complex meetings and cross-department interactions

• Act as the main point of contact for the CCO's office, ensuring professional handling of internal and external communications

• Prepare, draft, proofread, and format correspondence, reports, briefing notes, presentations, and official documents

• Ensure structured, compliant filing, archiving, and retrieval of documents

• Handle highly confidential information related to Compliance, AML/CFT, conflicts of interest, integrity due diligence, whistleblowing, incident reporting, internal controls, and operational risk events

• Apply strict rules on information classification, data protection, access rights, and secure handling

• Act as a trusted gatekeeper, ensuring sensitive matters are escalated and protected appropriately

• Uphold absolute discretion in all interactions involving senior management, governance bodies, and external stakeholders

Administrative & Operational Support

• Arrange travel, missions, and related expense processes

• Support procurement activities, service contracts, invoice handling, and budget follow-up

• Assist in preparing documentation for audits, risk assessments, compliance monitoring, and group-level reviews

• Coordinate the lifecycle of key departmental documents, ensuring timely approvals and alignment with internal policies

• Facilitate coordination between Compliance and Non-Financial Risk teams

• Organise workshops, training sessions, and cross-functional meetings

• Maintain registers, shared drives, workflows, and document management tools

• Support onboarding of new staff (access rights, tools, operational readiness)

• Act as backup to other administrative staff within the division, as needed

Candidate Profile:

• Minimum 5 years of experience as an Executive Assistant, Senior Administrative Assistant, or similar role

• Experience within a financial institution, EU institution, or control function (Compliance, Risk, Legal, Audit) is highly preferred

• Proven ability to handle confidential and sensitive information

• Excellent drafting, formatting, and communication skills in English (additional EU languages are an asset)

• Strong organisational skills with the ability to prioritise, multitask, and meet tight deadlines

• High proficiency in MS Office and digital collaboration tools

• Experience supporting committees, minute-taking, and governance bodies is a strong advantage

Key Competencies

• Absolute confidentiality, integrity, and discretion

• Strong organisational and coordination skills

• Professionalism, reliability, and calm under pressure

• Excellent interpersonal and communication skills

• Proactive, solution-oriented mindset

• Strong team spirit and ability to collaborate across departments

Interested in this opportunity?

Apply now via Manpower Luxembourg and take the next step in your career within a high-level international environment.

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