Executive Assistant

About the Role

Ziffer Group is looking for an Executive Assistant to provide close, reliable support to our Client Relationship Management team, while also being a steady, professional presence in the office each morning.

You'll join a small, professional team where clients' needs come first, precision is taken seriously, and improving how we work is part of the everyday mindset.

This is a part-time morning position (50%), well suited for someone balancing other commitments, such as studies, who is looking to gain meaningful, professional administrative experience alongside them.

What You'll Do

• Coordinate calendars, meetings and appointments for the Client Relationship Management team, prioritising requests and following up on actions.

• Coordinate the signing, notarisation, certification, apostille and legalisation of company documents.

• Maintain accurate digital and physical files, archives, task systems and administrative registers.

• Coordinate office suppliers, equipment maintenance, deliveries, services and the company vehicle fleet.

• Coordinate mail, couriers, meeting rooms, office supplies and day-to-day office logistics.

• Welcome visitors and handle or redirect incoming calls and enquiries.

Who We're Looking For

You're someone who is organised almost by instinct, comfortable managing several priorities at once, and trusted to handle confidential information with discretion. You take genuine pride in getting the details right, whatever the task in front of you.

You likely have:

• A Bachelor's degree, or equivalent administrative or legal vocational training.
• Experience in an administrative, legal assistant, or executive support role is considered an asset.
• Experience in an international company or professional services environment is a strong plus.

Languages:

• Fluency in Russian and English is required.
• French and/or German are strong assets.
  

You are:

• Proactive and service-minded, with a naturally professional manner in person, by phone, and in writing.
• Detail-oriented, with strong accuracy across administrative and confidential matters.
• Adaptable, comfortable adjusting your tone and approach for different audiences — from a visiting client to senior management.
• Confident prioritising and staying reliable under competing demands.
  

Technical skills:

• Proficiency in Microsoft Office and standard document management systems.

Practical Information
Location: Luxembourg (Head Office) - onsite
Working hours: Monday-Friday, 8:30-12:30
Employment type: Part-time (50%)
Start date: September/October 2026

Please note: Our team will be taking a summer break, and the recruitment process will therefore be paused during this period. We will review applications and get back to candidates from the beginning of September. Thank you for your patience, and we look forward to connecting with you then.

About us
Founded in Luxembourg in 2010, ZIFFER Group delivers high-quality financial, tax and corporate secretarial services to private and corporate investors, helping them structure their global investments through Luxembourg entities. We remain deliberately small — large enough to handle complex international structures, yet small enough to know every client personally.

Our work is guided by three principles: putting our clients' goals and peace of mind first, bringing precision and discretion to every detail, and staying adaptable as regulations, technology and circumstances evolve. It's this combination of expertise and genuine care that allows us to build lasting relationships and help our clients' prosperity endure across generations.