Administrative Assistant

Corporation Service Company · Luxembourg · €40,000–€50,000 (stated in the posting)

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Administrative Assistant

Luxembourg
Permanent, Hybrid, 3 days per week in the office
Full-time, 40h/week

We are a global Corporate Service provider, and we are looking for a dedicated and motivated Administrative Assistant to join our Corporate and Legal Solutions team in Luxembourg.

In this role, you will support our office with general assistant activities, with processing of incoming mail and with communication and collaboration with our local teams, third parties and of course our international customers. As an Administrative Assistant, you will demonstrate not only your great organizational skills, but also your service and client-oriented approach and therefore play a crucial role for our success and continued growth.

We’re a company of helpful people teaming up to make a difference in global business and our local communities. Passionate about service quality, giving back to the community, and devoted to continuous improvement, CSC is the business behind business® and is waiting for you to become a part of it.

The salary range for this specific role will be around €40,000 to €50,000 gross per year. The final salary will be determined based on relevant skills, experience, and role scope, in line with our objective and gender-neutral compensation framework.

Some of the things you’ll be doing: 

• General administrative activities, including telephone management, incoming and outgoing mail, couriers, conference and meeting support, appointment scheduling and office management.
• Comprehensive processing of incoming mail and ensuring the timely distribution of correspondence to the relevant teams.
• Direct communication with international customers, authorities and third parties.
• Handling standard internal and external correspondence with customers, authorities and third parties, while supporting the respective colleagues and teams.
• Filing and maintaining client company documents, both physically and in the relevant systems (e.g. Laserfiche), ensuring records are accurate, complete and up to date in accordance with applicable procedures.
• Entering and maintaining customer and company data across various systems (e.g. Viewpoint, Salesforce).
• Supporting teams or directly undertaking activities relating to account openings, company registrations with the Trade and Companies Register (RCS), applications for tax and company numbers, and other corporate administrative requirements.
• Assisting with the preparation of mandatory filings, notices and requisitions for submission to the RCS and other relevant registers, including the UBO Register.
• Coordinating administrative formalities for document legalisation and liaising with notary offices, governmental authorities, tax authorities, company registers and other relevant third parties.
• Assisting with the organisation and preparation of board meetings, meetings of conducting officers and other committee meetings, including preparing meeting documentation, coordinating logistics and taking minutes.
• Supporting the Board of Managers and the conducting officer responsible for corporate governance in carrying out their duties and ensuring the smooth administration of corporate governance matters.
• Creating and maintaining standard documents, letterheads, templates and standard letters, as well as supporting the preparation of reports and other corporate documentation.
• Assisting with the appropriate organisation of client meetings, including preparing meeting materials, coordinating arrangements and ensuring clients are welcomed professionally.
• Reporting to the responsible teams and providing administrative support to ensure the timely completion of tasks and efficient day-to-day operations.

Required experience and skills: 

• Professional experience: minimum 3 years, preferably in a financial services company, law firm, notary's office, auditing or tax consultancy firm
• Word, Excel, PowerPoint, Outlook etc. - knowledge is required
• Motivation, commitment, interest in taking on responsibility, independent work and team spirit, reliability and accuracy in the way you work, and we also welcome a positive attitude

 Visit our careers site to learn more about CSC and our commitment to our clients, communities, and each other.

Disclaimer: The information above describes the general nature and level of work performed by employees in this role. It is not intended to describe all duties, responsibilities, and qualifications. When applying for this role, please note that additional background checks may be carried out and an original of your criminal record (n*3) may be requested as evidence of integrity justified with regard to the specific needs of the position to be filled.

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