Administrative Assistant (m/f)

Arendt Investor Services (AIS) is the investor services’ arm of Arendt. We help clients to efficiently run the operational side of their business, bringing peace of mind to investors. Equipped with the latest technology, our 300 experts provide clients with an integrated suite of fund and corporate services, delivered to the highest market standards.

Our services complement Arendt’s legal expertise and regulatory & consulting services. We are a Professional of the Financial Sector (PFS) supervised by the CSSF and ISO 22301 certified.

The experts at AIS and AManco provide clients with: Corporate Services, Fund Administration Services, Governance Services, Operational AML & Compliance Services, Tax Compliance Services, Depositary Services, as well as Third Party AIFM Services (provided by AManco S.A.).

Given the ongoing development of AIS, we are currently recruiting:

Administrative Assistant

Your role:

• Managing the time schedules of two Directors in particular (and from time to time of the other members of the Management Committee) and monitoring their calendar to ensure that deadlines are met;
• 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 if applicable;
• Assist the team in the day-to-day issues;
• General secretarial support such as answering the telephone, monitoring all incoming and outgoing mail, arranging meetings, organising business trips;
• Prepare and follow-up correspondence and documents (corporate documentation, contracts, etc. in collaboration with the dedicated teams);
• Liaise with clients, lawyers, notaries, etc.
• Preparing expenses notes when appropriate.
• Organisation of signature collection;
• Maintain physical and electronic office records concerning the members of the Management Committee if needed.
• Enter timesheets.
• Assist in the preparation of client/internal events and presentations.

Your profile:

• Your education including a formal secretarial training or a degree in managerial assistance;
• You have at least 2 years of proven professional experience as an administrative assistant in an international environment;
• You have an excellent command of English and French (written and spoken);
• You are proficient in MS office;
• You are discreet, very well organised, precise, able to work independently and have good communication skills, displaying a positive and enthusiastic attitude;
• You have excellent time management skills and the ability to multi-task and prioritise tasks;
• You have strong interpersonal skills;
• You have the ability to work autonomously and handle confidential information with discretion;
• You are able to work under pressure and with strict deadlines;
• You are dynamic and proactive and willing to handle multiple tasks.

We Offer:

• Excellent career development opportunities with tailor-made internal training focused on both technical and soft skills;
• An entrepreneurial work culture where we promote talent & ideas;
• Multicultural, diverse teams encouraging collaborative work;
• The opportunity to work and interact within a wide network of specialists; and
• A hybrid working environment offering flexibility and the possibility to work from home.

Within Arendt, we uphold high standards. Our professionals work with clients on engaging projects, empowered from the start. With a strong local presence in Luxembourg and international reach, we support and train our team members to thrive in a culture of excellence. Specialised teams ensure the right skills are available, allowing for a focus on added value. Our leaders are approachable, providing support and mentoring. 

We offer a vibrant social life with numerous events, embracing sports and art, our culture encourages openness and discovery beyond the professional realm. With over 50 nationalities represented, Arendt is committed to the well-being of its staff, serving the best interests of its clients, protecting the environment, and supporting education.

Arendt promotes equal opportunities and value each and every employee for what they bring to the community.For more information, please refer to our diversity and inclusion policy on our website.

Interested?

If you are interested in this job opportunity, we are looking forward to receiving your application.

All applications will be treated confidentially.