Corporate Assistant

Arendt & Medernach; Luxemburg; On-site; EUR 40,000 - 60,000; Full time

Job summary

Arendt Investor Services (AIS) is the investor services arm of Arendt, delivering fund and corporate services to the Luxembourg market. We are seeking a Corporate Assistant to support governance, compliance, and documentation in line with Luxembourg requirements.

You will manage the Corporate Secretariat mailbox, file corporate documents, coordinate signatures, prepare board packs, and assist with KYC/AML processes.

Qualifications

• Degree or diploma in Business Administration, Legal Studies, or a related field.
• Fluency in English; knowledge of French and/or German is a strong asset.
• First experience in corporate services or company secretarial functions is an asset.
• Strong attention to detail and highly organized with reliable document handling.
• Proactive, service-oriented mindset with ability to manage multiple tasks and deadlines.
• Proficiency with Microsoft Office; experience with document management systems is an advantage.

Responsibilities

• Monitor and manage the Corporate Secretariat’s shared mailbox, prioritizing queries and escalation.
• Assist with preparation, review, and filing of corporate documentation in line with Luxembourg requirements.
• Coordinate signature processes, including e-signatures (DocuSign) and wet signatures.
• Assist in preparing and compiling board packs, meeting materials, and corporate records.
• Support account opening processes and organize KYC/AML-related documents.
• Maintain up-to-date statutory records and proper document management/archiving.
• Facilitate administrative aspects of board/shareholder meetings.
• Liaise with internal teams and external providers (notaries, banks, auditors) and contribute to process improvements.

Skills

English fluency

Attention to detail

Organized

Strong communication

Education

Business Administration degree/diploma

Tools

Microsoft Office Suite

Document management systems

Job description

Arendt Investor Services (AIS) is the investor services’ arm of Arendt. We help clients to efficiently run the operational side of their business, bringing peace of mind to investors. Equipped with the latest technology, our 300 experts provide clients with an integrated suite of fund and corporate services, delivered to the highest market standards.

Our services complement Arendt’s legal expertise and regulatory & consulting services. We are a Professional of the Financial Sector (PFS) supervised by the CSSF and ISO 22301 certified.

The experts at AIS and AManco provide clients with: Corporate Services, Fund Administration Services, Governance Services, Operational AML & Compliance Services, Tax Compliance Services, Depositary Services, as well as Third Party AIFM Services (provided by AManco S.A.).

Given the ongoing development of AIS, we are currently recruiting:

Corporate Assistant

The Corporate Assistant will provide administrative and operational support to the team, contributing to the efficient management of corporate governance, compliance, and documentation processes in line with applicable Luxembourg regulatory requirements.

Your role:

• Monitor and manage the Corporate Secretariat’s shared mailbox, ensuring timely handling, appropriate prioritization, and escalation of queries;

• Assist with the preparation, review, and proper filing of corporate documentation in compliance with internal policies and Luxembourg legal requirements;

• Support the execution of signature processes, including coordination of electronic signatures (e.g., DocuSign) and wet-ink signatures;

• Assist the Corporate Secretary in the preparation and compilation of board packs, meeting materials, and corporate records;

• Provide support in account opening processes, including collection and organization of required documentation (KYC/AML-related documents where applicable);

• Maintain accurate and up-to-date statutory records and ensure proper document management and archiving;

• Facilitate administrative aspects of board and shareholder meetings where required;

• Liaise with internal departments, external service providers and stakeholders (e.g. notaries, banks, auditors);

• Contribute to continuous improvement of internal processes and provide ad hoc administrative support as needed.

Your profile:

• A first experience (internship or junior role) in corporate services, legal administration, or company secretarial functions is considered an asset.

• Degree or diploma in Business Administration, Legal Studies, or a related field.

• Fluency in English is required; knowledge of French and/or German is considered a strong asset;

• Basic understanding of corporate governance and Luxembourg corporate environment is advantageous;

• Strong attention to detail with a high level of accuracy and reliability;

• Highly organized, methodical, and meticulous in document handling and record-keeping;

• Proactive, service-oriented mindset with a willingness to go the extra mile;

• Ability to manage multiple tasks, prioritize effectively, and meet deadlines;

• Strong interpersonal and communication skills;

• Discretion and ability to handle confidential information;

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• Good command of standard IT tools (Microsoft Office Suite); experience with document management systems is an advantage.

#AIS

Within Arendt, we uphold high standards. Our professionals work with clients on engaging projects, empowered from the start. With a strong local presence in Luxembourg and international reach, we support and train our team members to thrive in a culture of excellence. Specialised teams ensure the right skills are available, allowing for a focus on added value. Our leaders are approachable, providing support and mentoring.

We offer a vibrant social life with numerous events, embracing sports and art, our culture encourages openness and discovery beyond the professional realm. With over 50 nationalities represented, Arendt is committed to the well-being of its staff, serving the best interests of its clients, protecting the environment, and supporting education.

Arendt promotes equal opportunities and value each employee for what they bring to the community. For more information, please refer to our diversity and inclusion policy on our website.

Interested?

All applications will be treated confidentially.

Please be aware that the selected candidate will be required to provide a criminal record (or certificate of good conduct).

#AIS