Administrative Officer

It’s never been a more exciting time to join Vistra.

At Vistra our purpose is progress. We believe that our clients have the power to change the world and to do great things for global progress, and we exist to remove the friction that comes from the complexity of global business – to help our clients achieve progress without friction. 

But progress only happens when people come together and take action. And we’re absolutely committed to building a culture where our people can do just that.

We have an exciting opportunity for an experienced professional as a Legal Administrative Officer. You will play an important role in the development of our business and in maintaining our strong reputation and global leadership standing.  In this role you will take ownership of an assigned portfolio of global clients in CMK. This role will give you exposure to global financial markets and develop your client account management and development skills to build trustful, long-term client relationships.  

Key Responsibilities

• Provide administrative and secretarial assistance to the team
• Assist with timely and accurate execution of corporate and finance transactions
• Filing the financial statements and financial reports for client companies
• Assisting with drafting mandatory requisitions and files notices with the RCS/RBE
• Checking the availability of company names
• Receive calls, take messages and prepare incoming and outgoing correspondences
• Maintain agendas, arrange meetings/appointments and provide reminders to the relevant parties involved
• Organise  legalisations, notarisations and apostilles of corporate documents
• Liaise with administrative authorities and services providers (such as third parties, lawyers, notaries …)
• Supporting the teams to collect AML/KYC documentation where required
• Keep physical and digital client files up to date (saving, filing, …)
• Monitor completeness of client files
• Maintain communication with clients, including the planning of the corporate calendar
• Payments and Debt collection support
• Develop and maintain a thorough knowledge of Luxembourg market/regulations (legal/tax/accounting/reporting/market developments)

Attributes and Technical Skills 

• Have strong communication skills and work well in a team
• Are accurate, flexible, hands-on and deliver their best work when facing a tight deadline
• Proactive with a client service orientated attitude
• Ability for multiple tasks requested at the same time and set priorities
• Ability to solve problems and work independently and as a member of a team

Relevant experience 

• Knowledge of Luxembourg legislation
• 2-3 years of experience with a professional services firm

Education and Professional Qualification

• Secretarial degree or equivalent

If you are excited about working with us, we encourage you to apply or have a confidential chat with one of our Talent Acquisition team members. Our goal is to make this a great place to work where all our people can thrive. We hope you join us on this exciting journey!