DESCRIPTION ADMINISTRATIVE & RELATIONSHIP OFFICER LuxReal in a Nutshell Founded in 2009, LuxReal is a non-profit association based in Luxembourg. It works as a platform that connects real estate professionals in Luxembourg. LuxReal has created an interdisciplinary real estate society, holding forums on industry trends, establishing working groups and maintaining national and international contacts to exchange information, knowledge and experience. LuxReal's mission: • Build a “think-tank-network” for discussing industry trends • Strengthen the Luxembourg Real Estate Industry through impactful working groups and by extending national and international collaboration • Encourage highest level of professionalism and integrity and develop industry standards • Unlock growth opportunities for our members by largely expending their network • Represent the collective interests of our members, serve the industry and shape the future LuxReal in a few figures With an average of 135 supporting members and 105 individual members, all amongst the most diverse and reputable professionals in the real estate sector, LuxReal gives back to the real estate community by organising around 25 events each year, being conferences and networking events. With more than 6,800 followers on its LinkedIn profile, LuxReal is proud to be one of the most visible association across its community in Luxembourg. Position Description The Administrative & Relationship Officer will be working with a variety of stakeholders including internal stakeholders such as the Board members, working groups, but also external suppliers, members of the association, service providers, etc. The Administrative & Relationship Officer will be in charge of the day-to-day administration of the association. She/he will have responsibility for delivering quality on her/his tasks as well as overseeing the smooth interaction with all parties. LuxReal has an internal structure that is composed of 4 Working Groups, these are: Governance, Membership, Communication and Events. The Administrative & Relationship Officer will have to ensure a proper coordination between some of them and to implement some of their projects. The role will involve the following tasks: In charge of the day-to-day administration of the association, you will: • Ensure the appropriate verification of suppliers' invoices in line with agreed budgets and prepare for payment • Follow up LuxReal budgets by cost center as defined by the Board and identify any non-budgeted costs or overruns • Provide all necessary accounting information to the LuxReal service providers for accounting purposes as well as for the auditors • Organise regular meetings with the Governance Working Group in line with the instructions of the group leader; attend these meetings; prepare the agenda and minutes; follow up on action points where needed • Corporate secretary work. In particular, prepare the agenda before the Board meetings, attend the monthly Board meetings and write up the minutes • Provide all necessary general support (staff and logistic) • Promptly answer queries from the Board members, including President and Vice President, as may come from time to time • Comply with the association legal calendar and other milestones • Give support to the Events & Marketing Manager as and when needed As the main contact / person of reference between the members and the association, you will: • Ensure good connection with the members and provide swift responses to their queries. • Manage the new requests to become member and ensure successful onboarding of new Members • Prepare and send the membership fee invoices to the members and follow-up related payments. As needed, organise follow up calls with them • Keep the membership database up to date • Act as a support to the Membership Working Group: organise regular meetings, attend meetings, prepare the agenda, draft minutes and follow up on action plan • Attend LuxReal events, get to know the community and supporting members and provide on-site support Requirements: • At least 5 years of administrative experience • Strong attention to details • Dynamic attitude and international mindset • Excellent communication and organizational skills • Strong ability to work autonomously and to be proactive • Strong sense of team spirit • Ability to set priorities, be flexible and highly accurate • Ability to manage multiple tasks within a given timeframe while producing quality work is essential • Fluent French and English Offer: • Part time: 20hrs/week • Location: Steinfort Application process • Please send your complete application to
administrative assistant (5 years)