Description Executive Assistant to the CEO (m/f/x)

Permanent contract (CDI), full-time, ref: EA0926 Service: General Secretariat Hierarchical Superior: General Secretary

About Luxinnovation

Who we are Luxinnovation is Luxembourg's national innovation agency, set up as a semi-public Economic Interest Group (GIE). We are supported by three ministries — the Ministry of the Economy, the Ministry for Research and Higher Education and the Ministry of Foreign and European Affairs — as well as three semi-public institutions: the Luxembourg Chamber of Commerce, the Luxembourg Chamber of Skilled Crafts and FEDIL – The Voice of Luxembourg's Industry.

What we do We empower companies to innovate today to be ready for tomorrow. We identify innovation opportunities and foster collaborative projects that drive economic development.

Why it matters Our work contributes to building a sustainable, competitive and digital economy for Luxembourg.

How we deliver Luxinnovation operates through four core pillars: Inspire, Assess & Accelerate, Connect and Fund.

Job mission Department description

The General Secretariat ensures the smooth operation of Luxinnovation's executive office, corporate governance processes and institutional compliance. It serves as the central coordination hub between the CEO, the leadership team, internal departments and external institutional stakeholders.

Job description

As an Executive Assistant – Corporate Governance & Board Support, you will serve as the primary point of coordination for the CEO's office, managing the executive diary, organising leadership meetings and ensuring seamless communication between the CEO, internal teams and external stakeholders. You will also play a central role in corporate governance by coordinating Board of Managers meetings and General Assemblies and maintaining compliance with Luxembourg's legal obligations.

Main tasks and responsibilities Executive office management

Manage the CEO's diary: schedule appointments, meetings and professional travel (transport, accommodation, programmes, visa formalities where required)

Process and validate travel-related expense reports

Collect, consolidate and track information for the CEO on ongoing projects, events and pending requests

Organise semi-annual and annual performance review meetings between the CEO and direct reports

Manage and validate leave and telework requests from the CEO's direct reports

Ensure administrative follow-up: filing, archiving and document management

Corporate governance and institutional compliance

Plan and organise Board of Managers meetings (Conseils de gérance) and General Assemblies

Prepare corporate governance documents: agendas, attendance lists, proxy forms, General Assembly minutes, official convocations and draft presentations

Prepare documentation packs and dispatch official convocations and correspondence within statutory deadlines

Coordinate logistics and room reservations for governance meetings

Maintain and monitor legal obligations with the Luxembourg Trade and Companies Register (RCS) and the Register of Beneficial Owners (RBE)

Handle confidential and sensitive information with the highest level of discretion

Leadership coordination and communication

Plan and coordinate leadership meetings: Management Committee (MCM), Staff Meetings, Managers Meetings

Coordinate across Luxinnovation's departments to ensure fluid communication between the leadership team, staff and external partners

Manage incoming communications: handle phone calls, emails and relay critical information to the appropriate stakeholders

Provide ad hoc administrative support to members of the leadership team as needed

Institutional representation support

Welcome and accompany VIP visitors, ensuring a professional and seamless experience

Coordinate internal and external events organised by the CEO's office and the broader leadership team

Prepare briefing documents, background notes and speaking points for the CEO's external engagements

Support the CEO's institutional representation at high-level meetings and conferences

This list is not exhaustive. Additional tasks may be assigned to the holder of the job.

You will act as a key bridge between national/European initiatives and the Luxembourg business ecosystem, driving innovation and sustainable growth.

Required competencies

Education level and professional experience required:

No specific diploma is required; relevant professional experience is the primary criterion

Minimum 5 years of proven experience in a similar executive assistant, office management or corporate governance coordination role, ideally within a C-suite environment

Specific competencies:

Demonstrated experience in C-suite diary management and complex travel coordination

Solid knowledge of corporate governance processes: board meetings, General Assemblies, minute-taking and statutory filings

Excellent organisational and time-management skills with the ability to handle multiple priorities simultaneously

Strong written and verbal communication skills across multiple stakeholder levels

High degree of discretion and ability to handle confidential information

Proactive, solution-oriented mindset with a keen eye for detail

Experience coordinating cross-departmental workflows and acting as a liaison between leadership and operational teams

Languages:

Fluent English and French are mandatory

Luxembourgish or German is a significant asset

IT skills:

Strong command of the Microsoft Office suite (Outlook, Word, Excel, PowerPoint, Teams)

Very good knowledge and confident use of online tools for travel bookings, reservations, expense management and collaborative platforms

Why choose this position?

This is a unique opportunity to work at the heart of Luxembourg's national innovation agency, directly supporting the leadership team in shaping the country's innovation ecosystem. You will gain first-hand exposure to high-level strategic discussions, corporate governance and cross-departmental coordination. If you want your organisational skills to make a tangible impact, this role offers a genuinely rewarding professional opportunity within a collaborative and forward-looking institution.

Application

Interested candidates are invited to submit online their resume and a cover letter detailing their relevant experience and motivation for the role.

AI-generated applications might not be the best way to stand out. Show us the real you, and let's see where this journey takes us!

Please note that this position is based at our current offices in Esch-Belval. Luxinnovation GIE will relocate to the Luxembourg main station area in the first quarter of 2027.

Languages English French Education Associate