Administrative Assistant – Art Industry (M / F / X)

Stellenbeschreibung:

Location : Luxembourg City

Contract Type : Permanent, 20hours / week

Languages : German & English (French is a plus)

We are seeking an Administrative Assistant to support a renowned artist in managing daily operations. This role requires absolute confidentiality, full autonomy, and strong organizational skills to handle priorities in a fast-paced, international environment.

Tasks

Administrative and Contract Management
- Monitor sponsorship and audiovisual contracts
- Archive and verify legal documents
Invoicing and Financial Follow-Up
- Prepare invoices and ensure payment control
- Track budgets related to artistic projects
Organization and Logistics
- Arrange hotel bookings, transportation, and travel coordination
- Handle unexpected situations and urgent requests
Partner Liaison
- Communicate with sponsors, production agencies, media, and service providers
Reporting and Coordination
- Update tracking tables and provide regular reports to the artist

Requirements

Proven experience in administrative assistance or project coordination (preferably in arts, events, or audiovisual sectors)
Proficiency in MS Office tools (Excel, Word, PowerPoint) and invoicing software
Language skills: German and English required (French is a plus)
Personal qualities:
- Discretion and strong sense of confidentiality
- Organization, accuracy, and autonomy
- Ability to manage urgent matters
- Excellent communication skills