Administrative Assistant & Facilities Officer (H/F) – Luxembourg


We are looking for an Administrative Assistant & Facilities Officer to work in Luxembourg


  • Answering telephone calls and ensure a professional and timely response
  • Organizing and maintain diaries, files and records
  • Scanning and classifying legal and administrative corporate documents
  • Supporting the Daily Manager and the teams in a highly efficient manner
  • Planning, follow-up and coordinating daily work (administrative tasks, administrative formalities, handle contacts, mail, etc)
  • Planning and scheduling internal and external meetings, including the coordination of appointments, room bookings and agendas
  • Organising documents signature and appropriate routing, scheduling couriers
  • Preparing support documentation for meetings
  • Providing secretary duties such as general correspondence
  • Ensuring the distribution of documents in a timely manner
  • Welcoming guests and clients by greeting them in person or on the telephone
  • Executing ad hoc requests from other members or the team
  • Organizing events or make travel arrangements where necessary
  • Organising office supplies by checking stocks, placing and expediting orders
  • Overseeing the provision of goods and services
  • Managing the relationship with external suppliers
  • Ensuring operation of equipment by completing preventive maintenance requirements
  • Co-ordinating and controlling the office invoice and expenses process, including arranging payment for all relevant office invoices and expenses
  • Managing office holiday/vacation/other leave
  • Ensure compliance with all relevant Company’s policies and with regulatory requirements relating to the office or its administration
  • Excel and PowerPoint tables’ presentations
  • Preparation, sending and follow up of bank transfer orders
  • Legalization and apostille process
  • Preparation and follow up of couriers
  • Forward of tax assessments with payments orders and if necessary liaise with the Tax Authority


A permanent contract in a financial services company