Temps de travail
Type de contrat
Langues parlées
FR , EN
Niveau d'étude

Position: Corporate Assistant, Entity Services

Location: Luxembourg

About Us

The Maples Group is a global leader in financial services, trusted by many of the world’s largest hedge fund managers, private equity firms, and international corporations.

Our side-by-side financial and legal teams consistently deliver award-winning services to a global client base, offering unrivalled learning and career opportunities to our 2,500 colleagues worldwide.

What is it like to work here?

We are driven to excel, and collaboration is key to our continued success. We can go further for our clients because we go further for each other too. Our inclusive culture creates an environment where people can be themselves at work while doing their best work. No matter where you work in the Maples Group, you will be part of a global team. 

The Opportunity

We are looking for a Corporate Assistant to join our Entity Services Team as part of our financial services business in Luxembourg.

As part of the global expansion of the Maples Group’s financial services offering, our Luxembourg office opened its doors in 2007. Located in Cloche d'Or, a commitment to service excellence and investment in our people quickly established Luxembourg as a regional hub where our 80+ teammates deliver the best-in-class solutions to clients worldwide alongside our Maples and Calder (legal services) colleagues

As part of our Luxembourg team you will be performing below key duties:

Key duties:

The Corporate Assistant’s primary focus is the good corporate administration needed during the life cycle of a company from incorporation to liquidation. As such, the Corporate Assistant is responsible for undertaking all administrative and secretarial tasks related to the day-to-day management of the client companies. This includes but is not limited to:

  • Coordinating the printing, the execution, the scanning and the proper filing (electronically and physically) of any document
  • Together with the Vice-President and team members, setting up the files, organising the documentation for the compliance file and legal files
  • Collecting and dispatching incoming and outgoing mails (documents, mails, faxes, DHL, etc.) to the relevant persons of his/her team;
  • Preparing correspondence for clients by drafting letter(s), putting /them in correct and professional standing
  • Taking up phone calls in case of absence/occupation of the relevant persons of his/her Fiduciary team, taking messages and doing follow-up if required
  • Making photocopies, filing incoming documents, booking restaurants for team members and taking care of the stationery
  • Taking care of the appropriate maintenance and update of any MFX internal database
  • Setting up the files, creating Interaction/Primacy and physical files, organising the documentation for the compliance and legal files
  • Saving all documents related to clients companies electronically and physically in a proper manner and ensuring that original documents are kept properly at the registered office
  • saves all documents related to clients companies electronically and physically in a proper manner and ensures that original documents are kept properly at the registered office
  • Assisting with the opening and ongoing maintenance of bank accounts, including the preparation of banking instructions
  • Updating and maintaining internal databases and systems
  • Assisting with the preparation and tracking of invoices including communicating with clients, coordinating third party legal and notary services, including communication with the Department for Foreign Affairs
  • Working with senior members of the team on the review of transaction documents and files in accordance with internal policies and procedures
  • Ad-hoc project work as required

Requirements:

In addition to indisputably high ethical standards and autonomy, the ideal candidate possesses the following:

  • At least 1 to 2 years of secretarial experience in a professional office environment
  • Fluent in English (any other additional languages being an advantage)
  • Demonstrate a strong ability to complete tasks in accordance with guidelines/instructions
  • Be proficient in all MSOffice and Microsoft applications
  • Must be able to work on his/her own initiative as well as part of a team
  • Have excellent organisational and planning skills, with strong attention to detail
  • Have excellent communication skills, both written and oral and be able to deal with different people at different levels within the organisation and outside the organisation (i.e. clients)

Benefits & Rewards

The most enduring professional relationships are reciprocal relationships. The Maples Group prioritises employee health and wellbeing. Depending on your location, we offer a range of benefits, including:

  • Comprehensive health coverage (medical, dental and optical)
  • Competitive vacation packages
  • Educational assistance and professional development programmes
  • Life insurance
  • Travel insurance
  • Global mental wellness programme
  • Sports clubs and social events
  • Hybrid work
  • Lunch vouchers

 

You can learn more about the Maples Group on our corporate website. Experience our culture and our people on our Careers Page or on LinkedIn.

Disclaimer: All personal information collected during the application process will be used for recruitment-related purposes only. Please refer to our Job Applicant Privacy Notice at maples.com/privacy for details on how we handle personal information relating to job applicants.

 

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Maples FS Luxembourg

6D route de Trèves
2633 Senningerberg
Luxembourg

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Corporate Assistant