Administrative Assistant (M/F)

Service line : ATOZ Services

Contract type : Permanent Contract (CDI)

Country : Luxembourg

About us

ATOZ Services is a high-end independent professional services firm offering a comprehensive and integrated range of corporate and management services to both local and global players.

With a team of seasoned partners and hand-picked professionals, ATOZ Services provides a truly 360° solution including tax compliance, accounting and corporate services.

To support our continued growth, we are currently looking to recruit an: Administrative Assistant (M/F)

Your position

As an Administrative Assistant, you will provide day-to-day administrative and operational support to our Corporate Services teams and contribute to the smooth running of the department.

Your main responsibilities will include:

• Managing incoming mail, including opening, scanning, renaming, filing and distributing documents to the relevant teams.
• Coordinating outgoing correspondence, including DHL shipments, preparation of labels, dispatch organization and delivery follow-up.
• Organizing and coordinating document retrieval, deposits and other logistical errands according to business needs.
• Coordinating meeting room reservations for internal and client meetings.
• Arranging meals and catering services for business meetings when required.
• Preparing and uploading documents for electronic signature and coordinating their circulation with signatories.
• Assisting with the creation of job codes and administrative data in SAP.
• Supporting the teams with various administrative and operational tasks on a daily basis.
• Monitoring office-related logistical needs and coordinating with the relevant stakeholders to ensure an efficient working environment.
• Assisting with invoice preparation and administrative follow-up when required.
• Ensuring accurate and timely completion of timesheets and administrative records.

Your profile

• You hold a Bachelor's degree in Secretarial Studies, Business Administration or a related field.
• You have between 2 and 3 years of professional experience, ideally gained within a fiduciary, corporate services provider, professional services firm or similar environment in Luxembourg.
• You have a basic understanding of Luxembourg corporate structures and local regulatory requirements.
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• Knowledge of Luxembourg accounting, corporate tax and VAT principles would be considered an asset.
• You are fluent in both French and English, written and spoken. Any additional language will be considered an advantage.
• You demonstrate excellent organizational and planning skills, with the ability to manage multiple priorities and deadlines.
• You are detail-oriented, proactive and capable of working both independently and as part of a team.
• You possess strong communication and interpersonal skills and maintain a professional attitude in all interactions.
• You are committed to delivering high-quality service and maintaining confidentiality at all times.
• You have a good command of Microsoft Office applications (Word, Excel, Outlook and PowerPoint). Knowledge of SAP or similar business software is considered an advantage.

We offer

• An interesting and challenging position within a dynamic and multicultural environment.
• The opportunity to work alongside experienced professionals and develop your expertise in the corporate services industry.
• Continuous learning and development opportunities through internal and external training programs.
• A supportive and collaborative working environment.
• A competitive remuneration package aligned with your qualifications, experience and motivation.
• The opportunity to grow your career within a leading independent professional services firm in Luxembourg.