Executive Assistant international environment, growing investment company This is a new exciting opportunity to join this growing office of currently 6 colleagues of various nationalities.
The company opened their Luxembourg office almost 3 years ago and has steadily grown since then. The office is conveniently located in the city centre, and offers a nice work atmosphere as well as development perspectives.
Your Responsibilities : Within this small team of 6, your responsibilities will be varied :
All-around secretarial duties including but not limited to :
Schedule and maintain calendars
Manage weekly team meeting agenda
Proactive preparation, planning and scheduling of all Fund, Company and related entity virtual and physical meeting calendars
Prepare and edit presentations in PowerPoint as well as researching and writing reports and project work from time to time as needed
Co-ordinate schedules, and calendars for travel
Co-ordinate expense reporting and reimbursements
Work closely with IT, HR, Tax, Finance, Risk & Compliance and Investor Relations and other company departments
Liaise with the London office and other offices, specifically close liaison with the Team Assistants based in London
Office Management duties :
Reception duties answer calls, emails, and letters
Be the point of contact for suppliers and ensure office supplies and resources are restocked
Assist to maintain and update office policies and health and safety procedures
Assist with office expenditure and IT equipment, in and out of office, including during the onboarding and exit process
Assist with HR, appraisals, and training including maintain training record for the office and track certifications
Research and recommend to the teams various training offerings in the Luxembourg market.
Ensure adequate and frequent networking and service provider touch points are adhered to both formally and informally
Assist with AML / KYC documentation collection and work closely with the Compliance Officer on these matters
Events, Training, Conferencing :
Conference organisation and participation by the team
Team offsites (annually for full PE team and monthly for Luxembourg Team)
Internal events organization
Portfolio management events
Service provider annual calendar of meetings and events / training
IR events where required
Your Profile :
Equivalent to a Bachelor Degree; or
5-10 years’ experience in administrative role reporting directly to a small team of Senior Management
Provable exceptional writing and communication skills in English and French, with German considered beneficial
Exceptional attention to detail and organisational skills
Energetic, proactive and enthusiastic attitude, with the ability to anticipate needs of team members and act as necessary
Good judgement and discretion on confidential matters
Ability to balance priorities and make decisions accordingly
Advanced knowledge of Microsoft Office products (specific focus : PowerPoint, Word, Outlook, Teams, Sharepoint).
Willingness to learn and work with new tools and accept new challenges as the operations grow
Excellent inter-personal skills and systematic thinking
On occasion, an offer of employment may be subject to a verification check. In this case a potential employer may ask you to provide documentation to support your application, this can include copies of educational achievements, international criminal record checks, reference checks, employment history etc.
Could this be the right opportunity for you? Please do not hesitate to send your CV to Aude François to be considered for this recruitment process.
Your application will be treated with the utmost discretion. We take your privacy as our utmost concern and we manage your data with highest degree of confidentiality.