Executive Assistant (M/F/D)

Join a leading Luxembourg services firm expanding to Porto as an Executive Assistant!

Your new Company

Join one of Luxembourg’s leading professional services firms as it expands into Portugal’s Porto region with a brand‑new Office!

The company is recognized for delivering high‑quality legal, tax, regulatory consulting and operational services to financial institutions, corporates, and investors, offering end‑to‑end support across the full business lifecycle.

This expansion into Portugal represents a unique opportunity to join a dynamic, multicultural environment that blends international exposure with local growth, offering room to develop your skills and impact clients worldwide!

A sua nova função

• Managing the schedules of two Directors (and occasionally other members of the Management Committee), ensuring deadlines are met;
• Scheduling meetings, setting up conference calls across multiple time zones, and organising internal and external meetings/events, including venue arrangements and preparation of required documentation;
• Assisting the team with day-to-day administrative tasks;
• Providing general secretarial support, including answering calls, managing incoming and outgoing correspondence, arranging meetings, and organising business trips;
• Preparing and following up on correspondence and documentation (e.g. corporate documentation, contracts) in collaboration with the relevant teams;
• Liaising with clients, lawyers, notaries, and other external stakeholders;
• Preparing expense reports when required, when the process is digitalised;
• Coordinating the collection of signatures, when the process is digitalised;
• Entering and managing timesheets;
• Assisting in the preparation of client/internal events and presentations.

What you will need to be successful:

• Minimum qualification of high school diploma or equivalent qualification;
• A minimum of 2 years of experience as an Administrative Assistant in an international environment;
• Fluent English, both written and spoken;
• French will be considered an asset;
• Proficiency in MS Office tools;
• Strong organisational skills, attention to detail, and ability to work independently;
• Excellent communication and interpersonal skills;
• Strong time management skills, with the ability to multitask and prioritise effectively;
• Ability to handle confidential information with discretion;
• Ability to work under pressure and meet strict deadlines;
• Proactive, dynamic, and flexible mindset, with the ability to handle multiple tasks.

What the company can offer you:

• An entrepreneurial working environment giving priority to team work;
• A multicultural environment where we promote diversity, talent & ideas;
• The ability to work and interact with a wide variety of specialists;
• Internal trainings and career development.