Secretary / Administrative Assistant

Secretary / Administrative Assistant

Contract Type Permanent (Full-Time)

Location Luxembourg

Experience Required 5+ years in administrative roles

Languages German · French · English · Luxembourgish (basic)

Reporting To Business Owner

About the Role

We are looking for a proactive and organised Secretary / Administrative Assistant to join our retail business. This is a pivotal role within our organisation, providing essential administrative support to both the business owner and the wider team. The ideal candidate is a self-starter who thrives in a dynamic environment, communicates with confidence, and takes pride in keeping operations running smoothly.

Key Responsibilities

Administration & Office Management

• Oversee the daily office operations, ensuring smooth and efficient workflows
• Prepare and manage quotations, invoices, and delivery documents
• Process and follow up on supplier and customer orders
• Maintain organised filing systems (physical and digital)

Customer Relations & Communication

• Serve as a primary point of contact for customers via email and phone
• Ensure timely, professional, and courteous communication across all channels
• Handle and resolve customer inquiries, escalating when necessary

Team & Owner Support

• Provide day-to-day administrative support to employees and the business owner
• Prepare reports, to-do lists, and briefing documents for the owner as required
• Assist in planning and coordinating staff holidays and days off
• Support internal coordination to ensure the team operates cohesively

Your Profile

Qualifications & Experience

• Minimum 5 years of professional experience in an administrative or secretarial role
• Proven track record in office management, customer relations, or executive assistance
• Experience in a retail environment is an advantage

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Familiarity with CRM platforms and customer management tools
• Experience with invoicing and accounting software
• Comfortable using communication and collaboration tools (e.g., Teams, Slack, or similar)

Soft Skills

• Strong organisational skills with the ability to manage multiple priorities
• Excellent written and verbal communication
• Ability to work both independently and as part of a team
• Discretion, reliability, and a proactive, solution-oriented attitude

Languages

• Full professional proficiency in German, French, and English (spoken and written)
• Basic knowledge of Luxembourgish is required

What We Offer

• A stable, long-term position within a well-established retail business
• A collaborative and supportive working environment
• Direct collaboration with the business owner and meaningful responsibility
• Competitive remuneration package based on experience
• Coordinated holiday and leave planning for a healthy work-life balance

How to Apply

Interested candidates are invited to submit their CV along with a cover letter to the contact details provided. We look forward to receiving your application and getting to know you.