Personal Assistant

We are Alter Domus. Our name means 'The Other House' and we're a world leading provider of integrated solutions for the alternative investment industry. We believe in being different. Here, you progress on merit, not who you know. You speak openly, whoever you're speaking to. And it's your freedom to decide which cutting-edge kind of finance professional you want to be. Join more than 5,100 fund administration, accounting, tax, loan administration and legal experts worldwide and take pride in being alternative. Alter Domus clients include the world's leading asset managers, lenders and asset owners. We're specialists who use the most innovative technologies to create unparalleled solutions for the private equity, real assets and debt capital markets sectors. This is where standout talent advances what's possible in fund administration, corporate services, depositary services, transfer pricing, domiciliation, management company services, loan administration, agency services, trade settlement and CLO manager services. As a Personal Assistant to the CHRO, your role is pivotal in ensuring the seamless operation of the CHROs office and supporting the CHRO with day-to-day responsibilities. Your key duties include: Job Description

• Calendar Management: Efficiently organise and manage our CHRO schedule, ensuring optimal use of time and prioritising meetings, appointments, and commitments.
• Meeting Coordination: Plan, schedule, and coordinate internal and external meetings, including logistics, agenda preparation, and post-meeting follow-ups. Attend meetings when necessary, take notes and disseminate relevant information.
• Communication Liaison: Act as a central point of contact between your director and internal/external stakeholders. Screen and manage incoming communications, responding on behalf of your director when appropriate, ensuring timely and accurate information flow.
• Document Preparation: Prepare reports, presentations, and correspondence on behalf of your director. This includes researching and compiling data, creating visually appealing materials and maintaining a high level of accuracy and confidentiality.
• Project Support: Assist in coordinating and managing various projects led by your director. This involves collaborating with cross-functional teams, monitoring project timelines, and providing regular updates to ensure successful completion.
• Travel Arrangements: Arrange complex travel itineraries, including flights, accommodation and transport, ensuring your director's travel plans align with business priorities. Arrange visas and other travel documents (including vaccines, Covid tests etc.).
• Expense Management: Manage expense reporting, tracking and reimbursement process, maintaining accurate records and ensuring compliance with company policies.
• Invoice management: creation of Purchase Requisitions, act as point of contact between suppliers and finance team to ensure invoices are paid on time.
• Confidentiality and Discretion: Manage sensitive and confidential information with the utmost discretion, demonstrating a high level of professionalism and integrity in all interactions.
• Office Organisation: Maintain an organised and efficient office environment, managing filing systems, supplies, and other administrative tasks to enhance overall productivity.
• Ad-hoc Support: Provide additional support as needed, adapting to evolving priorities and challenges, and demonstrating flexibility in managing various tasks.
• Work with directors and/or assistants across the company to ensure visitors feel welcome when coming to Luxembourg (meeting room bookings, taxi reservations, access cards etc…).
• Organise team events: townhall meetings for the global team, local team reservations etc.
• Time management: Ensure timesheets are completed on time and approve holiday requests for CHRO's team.
• Help preparing onboarding for new team members and new Directors (includes booking introduction meetings in their first week).
• Ensure key stakeholders in the team of aware of any IT updates.
• Manage the signature of documents for your director.

PROFILE Successful candidates for this role typically possess excellent organisational and time-management skills, advanced proficiency in office software, exceptional communication ability, and a proactive approach to problem-solving. The ability to work independently under pressure and maintain confidentiality is crucial in excelling as a Personal Assistant in AlterDomus. How To Apply Alternatively, please apply via our website at alterdomus.com/careers At Alter Domus we are committed to inclusion and feel strongly that inclusive teams drive brilliant performance. We are an equal opportunity employer and recognise all facets of diversity and strive to create a psychologically safe workplace where all of our people can perform to their best.