Administrator – Company Secretary

About the role

The Administrator – Company Secretary provides professional administrative, governance and secretarial support to a portfolio of client entities. Reporting to a Senior Administrator and Assistant Manager, the role involves daily interaction with clients, board members and internal teams.

Key responsibilities

• Coordinate board and committee meetings, prepare agendas, board packs and manage corporate calendars.
• Draft accurate meeting minutes, track action items and ensure timely sign‑off of documentation.
• Monitor statutory deadlines, prepare and submit regulatory filings, and maintain statutory registers.
• Support governance processes by preparing resolutions, notices, confirmations and other corporate documents.
• Manage document flow and electronic signatures using platforms such as DocuSign.
• Serve as the primary contact for clients and intermediaries, handling enquiries and updates.
• Conduct quality checks on all deliverables and keep stakeholders informed of progress.
• Contribute to team collaboration and continuous improvement of processes.

Required profile

• Minimum one year of experience in corporate administration or a company secretarial environment.
• Familiarity with corporate governance processes and statutory compliance requirements.
• Strong organisational, written and verbal communication skills.
• Ability to manage multiple deadlines and work independently while escalating when needed.
• Proficiency in Microsoft Office applications.
• Willingness to learn and take ownership of responsibilities.
• Knowledge of Luxembourg company law or similar frameworks is advantageous.

Required skills

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Electronic signature platforms (e.g., DocuSign)
• Digital governance or board‑management platforms