Administrative Assistant

Administrative Assistant

A leading global real estate investment and management firm is seeking an experienced Office Administrator to join their Luxembourg team. This role supports general office administration, travel and expenses, HR coordination, facilities, corporate governance, and team operations across multiple geographies.

Key Responsibilities:

• Provide admin support for Luxembourg office operations and wider international teams
• Manage calls, calendar scheduling, travel bookings, and meeting coordination
• Oversee office supplies, mail handling, messenger services, and filing (digital & physical)
• Prepare and track expense reports; liaise with accounting
• Support onboarding/offboarding, facilities coordination, and IT setup
• Assist with payroll, employee benefits, absence tracking, and CNS reporting
• Coordinate legal/admin processes for board meetings, compliance, notarizations, and corporate documents
• Liaise with tax, legal, and finance teams across multiple jurisdictions
• Maintain document systems (Box, D365) and offsite archiving
• Help ensure workplace health and safety compliance
• Train and support junior staff and cover during absences

Requirements:

• Strong admin and organisational skills with experience in professional services
• Fluent in English and German (French a plus)
• Proficiency in MS Office and digital tools (Excel, Word, Outlook, PowerPoint, AI)
• High attention to detail, excellent communication, and multitasking ability
• Self-starter with proactive mindset and ability to work independently and in teams

This is a full-time, office-based position in Luxembourg, offering varied responsibilities and opportunities to contribute across international teams.