Executive Assistant - Luxembourg

Location

Luxembourg | Germany

Job description

PURPOSE:

• To be responsible as the Executive Assistant to the CEO, COO and CCO of Wallenborn Transports SA and the wider Group.
• Coordinate and administer all legal and financial correspondence, document creation, and communication for the board, in English, French and German.
• To represent externally the board members of Wallenborn, professionally and confidentially at all times when dealing with governments, clients, authorities, suppliers, financial institutions, lawyers and attorneys and investors

PROBLEM SOLVING:

• Work with group finance to accurately calculate the value of potential M&A targets
• Coordinate with 3rd parties to ensure all planned deadlines are met and/or escalated / rescheduled appropriately where required.
• All executive travel is planned at the best cost and efficient timing.
• Legal correspondence is analysed to determine risks and/or benefits, with clear descriptions and explanations to board members on potential actions etc.
• Filing all corporate and board documentation on the Wallenborn document management system (GED)
• Support the creation of all compliance documentation and relevant training
• Support the maintenance of the company website, be responsible for the adherence to all legal requirements (whistleblower access, code of conduct, etc.)

JOB REQUIREMENTS:

EDUCATION

• Diploma/Degree in either an international business or a finance related study.
• Other further education qualification

EXPERIENCE

• Significant experience (min 5 years) as an Executive Assistant, preferably in the transport and logistics sector
• Demonstrated experience in financial and/or legal administration and coordination.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook and electronic filing)

KNOWLEDGE & SKILLS 

• Excellent communication skills
• Excellent organization skills and ability to multi-task, attention to detail and meet deadlines.
• Ability to work effectively in a team and collaborate with different departments.
• Ability to work independently, take initiative.
• Discretion and respect for confidentiality

OTHER REQUIREMENTS

• Excellent written and verbal communication in French, English and German.
• Knowledge of Luxembourgish is an advantage.
• Clean driving licence (B).

OBJECTIVES: 

Financial and Legal administration and support

• Receive, review and prepare correspondence and documentation regarding opportunities for merger & acquisitions (M&A).
• Professional and mature communication with clients, sellers, investors and partners in all legal and financial executive board matters.
• Proactively organize and maintain electronic and paper client files and keep all board filing up to date.
• Assist the board in corporate, commercial and real estate legal matters, such as drafting reports, tracking deadlines and timely follow-up with both attorneys and clients.
• Proof-reading and summarising of required correspondence that is received and/or sent by the CEO, COO and CCO.

General Executive Assistant Activities

• Manage internal and external communications of the management team, including the management of phone calls, emails, and correspondence.
• Organize and coordinate meetings, conferences, and events, including fairs and exhibitions, room reservations, document preparation, and note-taking.
• Manage the agendas of members of the management team, scheduling appointments, travel and hotel reservations.
• Prepare customer and investor presentations when required across all companies of the wider group.
• Perform administrative tasks such as file management, record keeping, and preparation of expense reports.
• Coordinate business travel, including booking flights, hotels, and transportation.
• Conduct research and analysis to support the management team's projects and initiatives.
• Provide general support to the management team in the accomplishment of their day-to-day tasks.
• Create input and support the maintenance of the company website

Quality, Health, Safety & Compliance

• To always observe all company quality & compliance requirements.
• To be aware of the responsibilities of employees in relation to health & safety.
• To follow all procedures and reporting requirements in relation to the company quality policies and working instructions.
• To report incidents and hazards as per the relevant working instructions.

Job tags

Salary