Corporate & Management Administration Officer (6-Month CDD)

Luxembourg
Fixed-Term Contract
 

Greenfield is supporting a leading international financial services group in the recruitment of a Corporate & Management Administration Officer to join its small Luxembourg office for 6 Months.

This position combines executive support responsibilities with corporate administration activities, providing operational assistance to senior management while supporting the governance and administration of a portfolio of Luxembourg-based entities.

The role:

Executive & Administrative Support

• Provide day-to-day administrative and organisational support to senior management and the corporate governance team.
• Manage calendars, meetings, business travel arrangements, correspondence, and general office administration.
• Coordinate internal and external communications with professionalism and discretion.

Corporate Administration

• Organise Board and Shareholders' Meetings, including preparation of agendas, presentations, supporting documentation, and meeting logistics.
• Draft and prepare corporate documentation, including minutes, resolutions, powers of attorney, certificates, and related documents based on approved templates.
• Maintain statutory records, corporate registers, contract databases, and document archives.
• Ensure entity information and corporate records remain complete, accurate, and up to date.

Governance & Compliance Support

• Monitor corporate deadlines and coordinate filings and administrative formalities with Luxembourg authorities and external providers.
• Support KYC/AML documentation requests and assist with document legalisation and apostille processes.
• Assist with corporate actions including incorporations, restructurings, and liquidations.
• Liaise with banks, law firms, notaries, regulators, and other external stakeholders.

The profile:

• Degree or qualification in Business Administration, Office Management, Legal Administration, or a related discipline.
• Previous experience in executive assistance, office administration, corporate administration, or a similar role.
• Exposure to the Luxembourg corporate environment would be highly advantageous.
• Strong organisational and prioritisation skills.
• Excellent attention to detail and ability to manage multiple deadlines.
• Professional communication and stakeholder management abilities.
• High level of discretion and confidentiality.
• Proficiency with Microsoft Office applications.
• Knowledge of SAP and/or corporate administration systems would be considered an advantage.