Administration Officer & Office Manager

Arendt is your legal, tax and business services firm in Luxembourg.

At Arendt we combine the entire value chain of services dedicated to asset managers, banks, insurers, public institutions, commercial companies and private clients operating in Luxembourg.

Arendt offers specialist advice, that encompasses all legal, regulatory, taxation and advisory aspects of doing business in Luxembourg. The driving force behind our work is what our clients need and our commitment to supporting their success.

Given the ongoing development of our firm, we are currently recruiting:

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Administration Officer & Office Manager
 

Role Overview
 

The role sits at the heart of our Hong Kong office and supports our lawyers and management team across a broad range of administrative and operational responsibilities.

Key responsibilities:

• Managing daily administrative and secretarial tasks for the Hong Kong office, including answering calls, welcoming clients, handling mail, maintaining contact lists, and organising internal and external meetings, including APAC‑related meetings and records from Luxembourg side as well;

• Coordinating business travel arrangements, visas and invitation letters, scheduling and following up on external meetings, assisting with meeting preparation, and ensuring all related documentation is properly prepared and filed;

• Preparing, formatting, summarising, and filing business and legal documents, meeting notes, and event materials in line with internal conventions, including using internal tools to structure and standardise meeting records where required;

• Handling timesheet entries, coordinating billing‑related support, assisting with invoices where applicable, preparing expense reports, and ensuring data accuracy in internal finance and tracking systems, in close coordination with the Finance team;

• Managing office logistics such as supplies, equipment, mobile phones, IT, facilities, and liaising with local suppliers and service providers, as well as maintaining operational trackers for events, meetings, and related activities;

• Assisting with the organisation of client events, presentations, and internal office activities, including event registration, payment coordination, maintaining event lists, and collecting and storing presentation materials (e.g. slides);

• Ensuring smooth day‑to‑day office operations, supporting CRM and BD data management activities, acting as a key point of contact with the Luxembourg office, and assisting with maintaining APAC BD records and contact databases;

• Performing any other administrative or operational duties required to support the team and ensure efficient office and business support.

Candidate Profile:

• At least 2+ years work experience as a Team Assistant / PA or similar role within a corporate or professional services environment.

• Excellent command of English and Mandarin (written and spoken), with French being a strong advantage

• Excellent written and verbal communication skills, strong interpersonal skills and the ability to work with international clients.

• Strong multitasking and time-management skills, with the ability to prioritize tasks and manage multiple priorities in a fast-paced environment.

• Strong proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).

• High level of discretion and professionalism and the ability to be resourceful and proactive

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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?

If you are interested in this job opportunity, we are looking forward to receiving your application.
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).