Administrative Assistant

Position: Administrative Assistant & Accounts Payable Officer Type: Part-time 2 days / week ( 16H ) / Thursday Friday / CDD 2 years (with possibility for full time CDI after 2 years) Starting Date : 02.01.2027 Ending date : 31.12.2028 Please note that only applications including a motivation letter will be considered. The Role: Reception:
• Serve as the first point of contact for visitors, ensuring a professional welcome and a welcoming office environment.
• Manage incoming telephone calls and emails, directing enquiries to the appropriate contacts.
• Receive, sort, and distribute mail, courier deliveries, and packages.
• Coordinate meeting room bookings and maintain related calendars and schedules.
• Maintain visitor records and manage visitor access procedures, including badge issuance where required.
• Perform general administrative duties, including filing, photocopying, scanning, and data entry.
• Provide administrative support to colleagues and assist with ad hoc projects and office initiatives.
• Manage the procurement and inventory of office supplies, stationery, and kitchen provisions.
• Coordinate the logistical and administrative arrangements for quarterly meetings, including venue preparation, catering, transportation, visitor reception, and facility management.
• Arrange business travel, accommodation, and related logistics for employees and guests. Accounts Payable:
• Receive, review, and verify invoices and payment requests.
• Match invoices to contracts, Engagement Letters, purchase orders and delivery receipts.
• Enter and process invoices in the accounting system "Yooz".
• Apply the new vendor procedure when necessary.
• Schedule and prepare payments (wire transfers, etc.).
• Maintain accurate and organized AP records and documentation.
• Communicate with vendors regarding payment status and inquiries.
• Assist in the preparation and monitoring of the annual office budget. Invoicing Assistance:
• Prepare and process internal and external invoices using the company’s software system.
• Issue and distribute invoices to clients and external parties via email.
• Record and manage client invoices in the Yooz invoice processing system.
• Monitor outstanding invoices, track payment status, and follow up on overdue balances.
• Liaise with clients, suppliers, and other external parties regarding payment reminders and outstanding invoices. Personal assistance to CFO / COO: Inbox
- and correspondence management
• Manage a complex and high-volume inbox, ensuring emails are appropriately prioritized, categorized, actioned, delegated, archived and tracked
• Draft, review and respond to correspondence on behalf of the executive where appropriate
• Pro-actively identify matters requiring executive’s direct involvement Calendar & Meeting Coordination
• Own and manage the executive’s calendar, including scheduling of meetings, coordinating availability, resolving conflicts
• Arrange for logistics when needed

What we offer
• Competitive compensation package
• A collaborative and supportive environment where leadership is exercised through teamwork, guidance, and knowledge sharing
• A healthy work-life balance
• Occasional tailor-made training The profile:
• First experience (minimum of 3 years) in a similar position in a trust company or in a fund or in a Luxembourg-based holding structure
• Professional personal presentation
• Excellent interpersonal skills, with a friendly, approachable, service-oriented manner
• Highest level of integrity, discretion and professional judgement, with the ability to handle highly confidential information, including executive correspondence
• Highly organized
• Digital literacy and willingness to leverage AI and automation tools, as they become available within the Company
• Fluent in English
• Proactive, motivated and team oriented
• Flexible and able to multi-task