Legal & Administrative Assistant (M / F / D)

For one of our clients, we are looking for a versatile and organized

Legal & Administrative Assistant (M / F / D)

You will play a key role in the day-to-day management of Luxembourgish entities, ensuring smooth corporate housekeeping, assisting with compliance (KYC), and managing general office administration and finance support tasks.

Key Responsibilities

Corporate & Legal Support

• Corporate Housekeeping : Assist in the day-to-day management of companies (mainly Luxembourg-based).
• Documentation : Draft, review, and format agreements based on templates; assist in the drafting of general corporate and legal documentation.
• Coordination : Coordinate the incorporation process in various countries and ensure the proper execution of documentation.
• KYC & Banking : Coordinate the opening and management of bank accounts; handle the KYC (Know Your Customer) process with external parties.
• Filing & Archiving : Responsible for filing (paper and server), scanning, and maintaining legal and corporate documentation.
• External Liaison : Coordinate and liaise with external lawyers, consultants, clients, partners, notaries, and auditors.
• Logistics : When necessary, travel to the Trade Register (RCS), handle apostilles, or visit notaries / clients to transmit documents.

Administrative & Office Management

• General Administration : Organize the day-to-day running of the office, including managing diaries, arranging meetings, and answering phone calls.
• Logistics : Handle outgoing mail (Registered mail, DHL, Greco).
• Travel & Events : Organize business travel for team members and coordinate team events.
• Database Management : Create and maintain process files for legal documentation and bank account openings; maintain legal databases.
• Insurance : Manage the administration of insurance files, forms, and the insurance database.
• Translation : Translate simple legal documentation, letters, and reports.
• Proofreading : Review and proofread various documents for accuracy.

Finance Support

• Invoicing : Collect invoice approvals via the Continua system.
• Expenses : Fill out expense forms for employees of the Luxembourgish entities.
• Data Entry : Create new vendors and customers in Navision .

Profile & Qualifications

• Experience : Previous experience in a similar role (Legal Assistant, Administrative Assistant, or Paralegal), preferably within a Law Firm, Trust Company, or Corporate Service Provider in Luxembourg.
• Languages : Fluent in English and French (both written and spoken).Any other language is an asset.
• IT Skills : Proficient in MS Office. Knowledge of Navision and Continua is a strong advantage.
• Skills :
  • Strong organizational skills with an eye for detail (especially for proofreading and filing).
  • Ability to multitask and manage priorities.
  • Discretion and confidentiality.
  • Proactive and team-oriented mindset.

Randstad attaches great importance to equal opportunities. We recruit candidates on the basis of their skills, regardless of their age, sexual orientation, nationality, religious beliefs, gender, disability, etc.

Ready to take up this new challenge? Do not hesitate to apply for this vacancy.

We look forward to meeting you!