Legal Administrative Assistant (m/f)

Region: Luxembourg (country)
Function: Assistant/legal secretary
Environnement: Other
Legal subjects: Other
Job Type: Full time
Contract Type: Permanent contract
Your ref.: AC076

Greenfield is looking for a Legal Administrative Assistant (m.f) to join the Luxembourgish office of the largest hospitality organization in the world.

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Greenfield are very happy to assist one of our clients in their search of a Legal Administrative Assistant for their Luxembourgish office (+/12 persons). They are the largest privately held hospitality organizations in the world. You will assist the office manager in the daily administrative tasks as well as 2 Legal officers for their legal administrative duties.

Your main responsibilities are:

For the Legal assistance:

  • Day-to-day administration of a portfolio of Luxembourg resident companies under the supervision of the legal officers, including, inter alia:

- coordinating the execution and legalization of various corporate documents and agreements;

- convening of shareholders' and board meetings;

- researching and collecting data to prepare documents for review and presentation by boards of directors and executives;

- keeping corporate records and registers;

- corresponding with local authorities;

- assisting with the preparation of the forms and documents required for publication with the relevant authorities;

- assisting with the approval process of the annual accounts and preparation of the relevant documents;

- organizing files and updating folders and online database on regular basis.

  • assisting with incorporation, changes to the bylaws and liquidation of companies;
  • assisting with registration of changes into bylaws with the relevant Luxembourg authorities;
  • assisting the legal team with certain corporate aspects of the projects (e.g. acquisitions, disposals) inter alia:

- convening meetings;

- coordinating signatures of the corporate documents;

- preparing the closing bibles and updating the online database where required.

For the Administrative Assistance:

  • day-to day administration of the office including inter alia:

- ensuring all equipment in the office is working properly and maintenance of the equipment planned ahead and performed on timely basis;

- all necessary stationery as well as any other office related supplies are ordered in a timely manner and available to the team members when required.

  • acting as the main contact person for the banks:

- preparing the necessary documents for the opening and closing bank accounts;

- ensuring the bank accounts are open in a timely manner and are operational prior to any major transaction;

- assisting with the payment process;

- ensuring the payment ledger is up-to-date and invoices are settled on time;

  • answering phones and routing calls to the correct person or taking messages;
  • filing and retrieving corporate records, documents, and reports;
  • helping prepare for meetings;
  • greeting visitors and deciding if they should be able to meet with executives;
  • making travel arrangements as required by the management;
  • opening, sorting and distributing incoming faxes, emails, and other correspondence;
  • provide general administrative support.
  • 2 to 3 years in Administrative Assistance
  • Excellent English skills both in spoken and written
  • Excellent interpersonal skills, energetic and hands on.
  • On top of salary (depending from experience), you will receive luncheon vouchers, full medical cover, annual trips and other incentives.
  • No overtime required!
  • Very friendly and family-oriented environment


If you are interested in this position or would like to discuss other roles that we are currently recruiting for, please forward your CV in English to Alan Chbeir (alan@greenfield.lu) by applying online.

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