Company description

Cargolux is currently one of the 20 largest companies of the Grand-Duchy of Luxembourg, both in terms of turnover and staff numbers. As one of the major employers of the country it is Cargolux’ permanent concern to operate responsibly, both by controlling its impact on the environment and surrounding communities, and by contributing to the community life of its home base. With close to 1400 people representing more than 40 nationalities, Cargolux can truly be described as a multinational, multicultural and multilingual workplace. Our employees are a unique mix of senior Cargo-experts and young employees, who want to work their way up and who are keen to learn and to become experts. All are very customer focused, strive for excellence and must be able to learn fast …

More about Cargolux Airlines Int'L

Task Responsibilities:

Executive Committee Administration:

Drafting, reviewing, and finalizing ExCom meeting minutes
Preparing and coordinating ExCom meeting agendas, ensuring timely input from all stakeholders.
Managing all ExCom documentation, including minutes, presentations, and a decision list.
Monitoring and following up on ExCom action items.
Organizing and managing logistics and administrative tasks related to ExCom meetings.
Ensuring compliance with internal governance standards for ExCom processes.
Managing the process of legislation/certification of documents with notaries and other relevant authorities

Company register filing:

Preparing documents for submission to the Luxembourg Business Registers (i.e., RCS, REB, and RESA), updating published information.
Coordinating official filings for Cargolux and its Luxembourg-based affiliates where required.

Legal Department Assistance:

Secretarial and administrative work for the Legal Department (correspondence, filing, meeting arrangements, etc)Assisting the Legal Department in preparing and documenting general and extraordinary shareholder meetings, Board of Directors meetings, committee meetings
Managing the accurate records of all original contracts and other legal documents, including the management of the digital contract database (including access rights)
Managing the Legal Department Library (legal documentation and periodical updates)
Managing the intranet presence of the Legal Department
Filing and safekeeping official authorisations
Managing travel arrangements
Providing leadership and coaching to (junior) legal officer, fostering knowledge sharing and professional growth

International Network Administration:

Assisting in organising all the relevant documents on the opening, closing, transferring and maintenance of CV local representation (branch, rep office etc.) or affiliates across the network (“CV Network”)
Selecting, engaging and liaising with local legal firms and/or other advisors and evaluating the costs of opening, closing, transferring and maintenance of CV Network upon request from and under the supervision of Director Legal and/or (Senior/Junior) Legal Counsel in charge
Managing local registration for CV Network, and ensuring local filings are up-to-date and compliant—seeking support from local legal firms and/or other advisors only when necessary
Co-ordinating in house with the different departments involved (finance, maintenance, sales, operations, human resources, legal) for CV Network upon request from and under the supervision of Director Legal and/or (Senior/Junior) Legal Counsel in charge
Monitoring power of attorney deadlines across the network, managing the renewal, notarization and apostille process and monitoring deadlines
Preparing all legally necessary documents in relation thereto

Manage Intellectual Property registrations (under supervision)

Coordinating such registration and keeping up-to-date of them with trademark attorneys
Preparing the documents required for such registration (power of attorneys etc.)

Basic Paralegal Tasks

Assisting Director Legal and/or Legal Counsel (Senior/Junior) with the review of simple contract or performing legal research
Maintaining and update the legal template database

Essential Requirements For The Position:

Bachelor's degree in the legal field and/or 1 to 3 years of experience in a legal environment;
Basic legal knowledge in civil law, commercial law, corporate law and social law;
Proven experience as an administrative assistant and paralegal;
Ability to work with a high degree of autonomy;
Excellent attention to detail, time management skills, and ability to prioritize work;
Ability to successfully communicate with all levels of management, stakeholders, vendors and customers;
Ability to prioritize multiple tasks with competing deadlines;
Highly developed written and oral communication skills, with emphasis on negotiating and drafting commercial agreements and attention to detail;
Fluency in written and spoken English, other languages such as German, French, Chinese are considered a plus;
Advanced knowledge of MS Office (Word, Excel, PowerPoint and Outlook).

Working Conditions:

Seniority of the position will strongly depend on professional experience
A Certificate of good conduct (Casier judiciaire, Polizeiliches Führungszeugnis) will be required in case of positive selection
Full-time, permanent position based in Luxembourg