Legal and administrative assistant (H/F):

Randstad is the world's leading HR services company. We know how important a job is in a person's life, and we put all our energy into helping you find the right one for you. A job in which you'll thrive and develop your full potential.

For one of our clients, a major player in global health we are currently looking for a:

Legal and administrative assistant (H/F):

Legal/Finance Team Support

• Scan, compile, and prepare legal documents for the legal team.
• Ensure the Corporate Data Room (both electronic and physical) is kept up-to-date and complete with all legal documentation for Luxembourg entities, including general legal and corporate information, intercompany contracts, management documents, annual accounts, real estate documents, and legal documentation regarding transactions with affiliates. This involves scanning, uploading with the correct naming conventions, cross-checking the consistency of records, and taking corrective actions as needed.
• Dispatch and process documents requiring notarization, apostille, or certification, and communicate with the courier provider, tax agency, and notary in Luxembourg.
• Work closely with the Chairman of Luxembourg entities to coordinate signatures on legal documents.
• Track and manage the receipt, signing, and sending of corporate documentation for legal and finance purposes, including correspondence with relevant authorities.

Administrative Support

• Greet, welcome, direct, and appropriately announce visitors.
• Manage the visitors’ register.
• Answer, screen, and forward incoming phone calls, providing basic information when necessary.
• Order office supplies, catering, book taxis, arrange travel, and check invoices.
• Update appointment calendars and schedule meetings/appointments; book and prepare meeting rooms.
• Receive and sort daily mail (office mailboxes), deliveries, and couriers; manage postage.
• Stamp and dispatch couriers among different department recipients; scan and email all received mail to the relevant recipients (primarily Finance).
• Prepare outgoing post using the stamping machine.
• Complete the Post Luxembourg booklet with details of each letter sent, including acknowledgment of receipt.
• Prepare express mail and follow up on shipment issues with the provider.
• Optimize and organize filing systems (both paper and electronic).
• Perform other clerical duties such as filing, photocopying, collating, and faxing.
• Organize the onboarding process for new employees (badge, desk, office supplies).
• Allocate office spaces and keep plans up-to-date.
• Distribute meal vouchers.
• Coordinate team and office events in collaboration with HR.
• Provide support and organization for the Board of Directors and Annual General Meetings.
• Manage the mobile phone fleet.
• Oversee fleet management.
• Assist with health support initiatives.

Qualifications

• Energetic and motivated.
• Punctual with strong time management skills.
• Proficient telephone skills.
• Excellent verbal communication
• Skilled in Microsoft Office (Word, Excel, PowerPoint, Outlook, Microsoft Edge, etc.)
• Active listening abilities.
• Demonstrates professionalism.
• Customer-focused approach.
• Highly organized.
• Effective at informing others.
• Able to handle pressure.
• Knowledgeable in supply management

Requirements:

• Relevant work experience in a similar role.
• Excellent command of English; good command of French (written and oral).
• Proficient in Microsoft Office.
• Proactive mindset.
• Strong attention to detail and accuracy.
• Reliable and dependable.
• Flexible with the ability to multitask.
• Discreet, with a commitment to maintaining confidentiality.
• Excellent interpersonal and communication skills.

Randstad attaches great importance to equal opportunities. We recruit candidates on the basis of their skills, regardless of their age, sexual orientation, nationality, religious beliefs, gender, disability, etc.

Ready to take on this new challenge? Do not hesitate to apply for this position. We look forward to meeting you! +352.40.32.04.251