Executive Assistant

Our client, an asset management company, is looking for a highly organised, proactive and detail-oriented Executive Assistant ( M/F/X) , to provide administrative and organisational support to senior management, coordinate day-to-day office operations and assist with legal and corporate matters.

• Permanent role
• Luxembourg

Key Responsibilities:

1. Personal Assistant & Administrative Support

Manage and coordinate senior management's calendar, including appointments, meetings and scheduling priorities.
Handle incoming and outgoing correspondence, ensuring the appropriate distribution and follow-up of documents.
Scan, digitise, organise and archive administrative and corporate documentation.
Maintain accurate and well-structured physical and electronic filing systems.
Prepare, circulate and follow up on Non-Disclosure Agreements (NDAs), ensuring that documents are duly signed and filed.
Provide general administrative support to senior management and assist with day-to-day organisational requirements.
Handle confidential information and sensitive documentation with the utmost discretion and professionalism.

2. Facility Management & Office Coordination

Manage office supply orders and monitor stock levels to ensure the availability of necessary materials.
Coordinate meeting room bookings and manage room availability.
Ensure meeting rooms are properly prepared and organised ahead of scheduled meetings.
Coordinate day-to-day office logistics and address general facilities-related requirements.
Support the smooth and efficient operation of the office environment.

3. Paralegal & Corporate Support

Provide administrative and organisational support for Board Meetings, including the preparation and coordination of relevant documentation.
Assist with the preparation, distribution and filing of Board Meeting materials.
Take meeting minutes and prepare draft minutes for review and approval, in accordance with internal procedures.
Act as a liaison with external lawyers and other legal professionals, ensuring effective communication and follow-up on ongoing matters.
Assist with the preparation, coordination and tracking of Loan Agreements and related documentation.
Support KYC (Know Your Customer) processes by collecting, organising and following up on required documentation in accordance with internal procedures.
Maintain and update legal and corporate records, ensuring proper filing, document traceability and confidentiality.
Monitor outstanding documentation and follow up with relevant stakeholders to ensure deadlines are met.

Candidate Profile:

• Minimum 5 years of successful professional experience in a demanding and international environment.
• Proven experience in an Executive Assistant.
• Previous experience within asset management, investment funds, financial services, a family office or a law firm would be a strong advantage.
• Familiarity with corporate documentation, Board Meetings, minute-taking, KYC procedures and legal agreements.
• Excellent command of English, both written and spoken, is essential.
• Knowledge of French would be an advantage.
• Proficiency in Microsoft Office, particularly Outlook, Word and Excel.
• Strong organisational skills and the ability to manage multiple priorities efficiently.
• High level of accuracy and attention to detail, particularly when handling legal and confidential documentation.
• Ability to work independently, anticipate needs and take initiative.
• Strong communication and interpersonal skills, with the ability to interact professionally with senior management and external stakeholders.

Interested? We look forward to receiving your application in complete confidence.

APCT1_LU