Administrative & Data Management Assistant

Administrative & Data Management Assistant, Luxembourg office

About Sofina

Sofina is a global investment company, listed on Euronext Brussels, with a Net Asset Value of EUR 10 bn. Sofina’s mission is to partner with leading entrepreneurs and families, backing them with patient capital and supportive advice to foster sustainable growth of their businesses. Relationships and alignment are at the heart of what we do. Our purpose is to create enduring value, for everyone.

Sofina has investments in Europe, Asia and the United States in various sectors, with a particular focus on Consumer and retail, Digital transformation, Education, Healthcare and life sciences as well as Sustainable supply chains.

For more information, please visit www.sofinagroup.com

Role overview

We are excited to announce the hiring of a proactive, highly organized Administrative & Data Management Assistant to support the investment team in Sofina’s Luxembourg office. This is a high-impact role for someone who thrives in a fast-paced, global environment. On top of traditional Management Assistant tasks, you will contribute to the supervision and monitoring of the business data to ensure the quality and integrity of their collections. You will be part of an assistant team supporting the whole organization.

This role is perfect for someone who thrives on challenges and is eager to learn and grow in a supportive and collegial environment. Our team is known for its excellent atmosphere, where each member's contribution is valued and recognized. We are demanding in our pursuit of excellence but equally caring about the well-being and development of our people. If you are looking for a role where you can make a significant impact while working alongside talented and dedicated colleagues, we would love to hear from you.

What You Will Do

• Owning calendar & schedule while ensuring seamless coordination across time zones.

• Managing general communications & correspondence (phone calls, emails).

• Overseeing travel arrangements, preparing detailed itineraries and handling last-minute changes.

• Assisting with event planning.

• Assisting with document management.

• Attending internal meetings and recording minutes.

• Ensuring the quality of our digital archives by collecting and sorting digital files.

• Maintaining and managing databases and filing systems, including expense collection and filing.

• Creating and maintaining contact information through a dedicated Customer Relationship Management system.

• Performing additional administrative and operational tasks as required, including assisting other teams (e.g. HR Team, Legal Team & Finance Team).

• Ensuring a back-up to the facility officer in the Luxembourg office:
• Welcoming external visitors.
• Managing office supplies and furniture procurement.

• Contributing to transversal projects and/or initiatives.

• Supporting other teams across the organisation.

Who you are

• You have a bachelor's degree or equivalent qualification, ideally in an administrative field, with relevant experience in a similar role.

• Exceptional organization, communication & multitasking skills.

• Strong proficiency in common IT tools, particularly Microsoft Office 365 (Excel, Word, SharePoint and PowerPoint) but more generally at ease using software.

• You are fluent in English, knowledge of French is a plus.

• You have excellent written and verbal communication skills.

• Ability to work independently, with a proactive mindset and strong stress management skills.

• High attention to detail, discretion, and reliability

• You have an entrepreneurial mindset and a natural curiosity.

• You enjoy building strong relationships across the organization.

Practical Details & Benefits

• A full-time position in a multi-cultural and international working environment.

• Location: Luxembourg.

• Compensation: a competitive reward package.

• A learning journey in a demanding and caring environment

Why Sofina?

• Mentorship & Development: benefit from close interaction with experienced professionals.

• Global Exposure: work on projects that span multiple regions and industries, enhancing your professional network and market perspective.

• Dynamic Culture: Join a collaborative, diverse and forward-thinking team where entrepreneurial spirit and innovative thinking are at the core of our success.

Join us and be a part of a team where you can truly shine and advance your career. Apply now to explore this exciting opportunity!

In the context of its recruitment activities, Sofina may process information about you which constitutes “personal data”. Sofina considers the protection of such personal data an important matter and has therefore adopted a General Privacy Policy, available at https://www.sofinagroup.com/general-privacy-policy/. By submitting your application, you hereby consent to the distribution of your resume to Sofina’s chosen external selection consultant for consideration for this role.