Our client is an international company specializing in the development, investment, and management of real estate. Present on several continents, it stands out for its expertise in creating innovative real estate projects, ranging from office spaces to residential properties and including commercial and industrial spaces. The company is recognized for its approach focused on sustainability and the integration of advanced technologies in its projects, while fostering a dynamic and collaborative work environment.

As part of this, they are seeking an Administrative Assistant (M/F) in permanent contract (CDI), based in Luxembourg, who will work closely with the Senior Director.

Responsibilities:

General Administrative Support:

• Handle incoming calls with professionalism, assess inquiries, and direct them appropriately.
• Take and relay clear, accurate messages.
• Manage and organize incoming and outgoing mail, ensuring timely distribution and responses.
• Maintain an organized filing system for both physical documents and digital files (Box).
• Coordinate the scheduling of meetings, ensuring the Senior Director’s calendar is accurately updated.
• Arrange travel logistics, including flight bookings, hotel accommodations, and transportation, while adhering to company policies.
• Monitor and order office supplies, ensuring stock levels are maintained.
• Prepare and process expense reports, ensuring all receipts are accounted for and expenses are properly allocated.
• Coordinate and organize staff lunches, events, and other office activities as needed.

Support for Facilities and HCM/Payroll

• Set up office space, equipment, and supplies for new team members, ensuring all necessary tools are ready.
• Work with IT for phone and computer setups for new hires.
• Handle mobile phone ordering and collection of phones from terminated employees, ensuring HCM processes are followed.
• Manage the coordination of repairs or replacements with external vendors and building management.
• Employee Benefits and Payroll Assistance
• Collaborate with HCM to handle employee benefits forms for new hires and changes to existing memberships.
• Assist with payroll-related documents, including pension contributions, travel vouchers, and new hire checklists.
• Manage monthly luncheon voucher orders according to payroll guidelines.

Health & Safety Support

• Ensure the office complies with health and safety regulations, including maintaining first aid kits and testing electrical appliances.
• Stay up to date with any changes to health and safety laws to ensure ongoing compliance.

Absence Management

• Track and manage team members’ holidays and sickness absences.
• Update the system to reflect holiday requests and manage the declaration process for cross-border employees.
• Forward any medical certificates related to sickness absences to HCM/Payroll and relevant authorities.

Corporate Governance and Secretarial Assistance

• Provide administrative support for Luxembourg-based AIFM staff and other international teams.
• Maintain accurate records for vendors and assist with approvals for tax and legal invoices.
• Coordinate the receipt of bank statements and related documents for domiciled property companies.
• Oversee filing of corporate documents, obtaining signatures, and maintaining shareholder registers.
• Collaborate with the legal and tax teams to ensure corporate governance duties are fulfilled.

Profile:

Experience: Strong administrative background, with relevant professional experience in a similar role.

Skills:

• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and AI).
• Excellent organizational skills and the ability to manage multiple tasks efficiently.
• Ability to work independently and take ownership of tasks.
• Strong communication skills with the ability to interact effectively with various teams and external contacts.
• Attention to detail and ability to prioritize effectively.

Languages:

• Fluent in English
• Fluent in German
• French is a plus

Key Competencies:

Communication

• Demonstrates clear and concise communication, both verbally and in writing.
• Responds to inquiries and requests promptly, providing accurate information.
• Able to communicate effectively with team members, vendors, and external stakeholders.

Reliability and Commitment

• Consistently meets deadlines, and handles tasks with minimal supervision.
• Takes ownership of tasks and follows through to completion.
• Shows reliability, and continually strives to improve skills and contribute to the team’s success.

Time Management and Multi-tasking

• Manages multiple priorities effectively and adapts to changes in workflow.
• Focuses on critical tasks while maintaining attention to detail and quality.

Team Collaboration

Works well with other team members, offering assistance when necessary.

Shares knowledge and provides constructive feedback to peers.

Initiative and Problem-Solving

• Proactively seeks out new challenges and solutions.
• Demonstrates the ability to take the initiative and handle issues effectively as they arise.

To apply for this recruitment process, to obtain more information about this position, or to discuss other career opportunities we have to offer, please contact Elif Ozdemir as soon as possible – CONFIDENTIALITY GUARANTEED.

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