Personal Assistant M/F. Luxemburgo

Your role:

    Managing the time schedule of a Partner;

    Monitoring calendars to ensure that deadlines are met;

    Managing the Partner's inbox on a daily basis, dispatching e-mails to the persons in charge and follow up on matters respecting priorities;  

    Scheduling meetings, setting up conference calls across multiple times zones, organising internal and external events/ meetings, venue organisation and preparation of required documents. Taking meeting notes;

    Assisting and coordinating of all administrative tasks related to one client portfolio. Maintaining and monitoring the entire life cycle of a client file from opening until closing. Supporting the person in charge of the file to coordinate the value chain;

    Ensuring that the allocated portfolio is in compliance with the firm's rules and standards, such as the KYC process for example;

    Updating case software: obtaining and managing all correspondence related to the portfolio. Daily record keeping with electronic and hard copy. GED administration: filing of documents in accordance with the applicable document naming and version numbering convention;

    Updating CRM database precisely on a regular basis;

    Booking business travel arrangements.

Your profile:

    You have a Bachelor's Degree in Office Management or Business Administration;

    You have at least 3 years of proven professional experience as an administrative assistant in an international and fast paced environment;

    You have a service-oriented mind-set with the necessary eye for detail and problem solving skills;

    You have excellent time management skills, ability to multi-task and prioritise work;

    You are fluent in both written and spoken French and English;

    You are highly proficient in MS Office;

    You are able to work autonomously and as a team player;

    You are able to handle confidential information with discretion.