HR & Company Secretary Administrative Officer (m/f)

Job Offer: HR & Company Secretary Administrative Officer

NEAM S.A. (Nord Est Asset Management S.A.) is a Luxembourg management company, representing Italian Cooperative Credit Banks. It is the management company of NEF, a UCITS Umbrella Fund with 19 sub-funds.

We are looking for a professional who will manage HR activities under the supervision of the Head of HR and handle Company Secretary and administrative tasks for the organisation.

Key Responsibilities

Human Resources

• Manage and maintain employee records and HR databases with accuracy and confidentiality
• Oversee onboarding and offboarding procedures, including preparation of employment contracts, welcome processes, and exit interviews
• Support payroll processing and benefits administration in coordination with the Finance Department
• Ensure compliance with labor laws, internal policies, and HR best practices, by maintaining up to date documentation and drafting policies and procedures.
• Serve as the main point of contact for HR related queries including those from the Parent Company, providing guidance and support to staff
• Assist in recruitment activities, including job posting, interview scheduling, and candidate communication
• Contribute to internal communication and employee engagement initiatives

Company Secretary & Administrative Responsibilities

• Provide administrative support to all departments (e.g., uploading documents on company platforms)
• Manage calendars, schedule meetings, conference calls, appointments, and business lunches
• Coordinate logistics for staff travel
• Liaise with internal teams and external service providers
• Translate documents
• Organise company events and support corporate hospitality
• Welcome visitors and manage front desk activities
• Handle incoming and outgoing mail and correspondence
• Oversee office and facility management
• Manage office supplies and ensure smooth daily operations

Skills Required

• Bachelor's degree or Diploma
• Excellent written and verbal communication skills in Italian and English; French proficiency is a plus
• Strong command of standard IT & office tools (Word, Excel, PowerPoint, Outlook) and familiarity with electronic signature platforms (DocuSign, EUSign)
• High attention to detail and strong problem solving abilities
• Excellent organisational and planning skills
• Ability to work independently, multitask, and manage priorities in a dynamic environment