Paralegal Assistant

About the role

The Paralegal Assistant will support Utmost International’s legal team in Luxembourg, handling administrative and research tasks that keep the department running efficiently. You will act as a liaison for the legal help‑desk, prepare reports, manage documentation and assist with meeting coordination.

Key responsibilities

• Monitor and triage the legal helpdesk mailbox, routing requests to the appropriate counsel and ensuring follow‑up.
• Compile internal and external legal reports by gathering information from team members.
• Organise and maintain the legal tools and contracts database, including filing and monitoring systems.
• Process supplier invoices and departmental expenses, using the expense management system for approvals and payments.
• Arrange team meetings: set agendas, coordinate logistics, prepare packs and record minutes.
• Assist in drafting documents, correspondence, PowerPoint presentations and notes for meetings or events.

Required profile

• Proven experience as a personal or executive assistant, preferably within a legal environment.
• Strong organisational abilities and capacity to juggle multiple tasks simultaneously.
• Sound judgement, initiative and a proactive, action‑oriented mindset.
• Excellent written and verbal communication skills in English; French or German is a plus.

Required skills

• Proficiency with Microsoft Office applications: Word, Excel, PowerPoint and Outlook.
• Familiarity with legal research tools and document management systems.