DC-27008 -EXECUTIVE SUPPORT OFFICER TO THE DEPUTY CEO

Permanent contract | Belval

Are you passionate about research? So are we Come and join us

The Luxembourg Institute of Science and Technology (LIST) is a leading Research and Technology Organisation (RTO) that drives innovation for the economy and society in Luxembourg and beyond. With cutting-edge expertise in Natural, Built, Industrial environments, Space, AI, Security and defence technologies. LIST bridges scientific excellence and applied research to design solutions that address real-world challenges and create positive impact.

Do you want to know more about LIST? Check our website

How will you contribute?

As an Executive Support Officer, you will provide proficient administrative, operations coordination, and analytical support to our executive leadership team. You will work autonomously under general supervision, organizing and prioritizing your own work to fulfil duties and achieve goals. Your role will involve supporting the preparation of reports, presentations, briefing materials, and meeting documentation, as well as handling correspondence and preparing reports and analyses.

Key Responsibilities

• Prepare professional presentations, briefing materials, reports, summaries, and documents for the executive leadership and relevant stakeholders.
• Coordinate agenda management, meeting preparation, elaboration of supporting documentation, creation of meeting minutes, and follow-up on action items.
• Ensure timely and accurate flow of information across the executive leadership and appropriate stakeholders.
• Follow up on open affairs, decisions execution, and topic deadlines within your assigned area of responsibility.
• Collect data, conduct analyses, and prepare clear, well-founded reports required by the executive leadership for discussion and decision-making.
• Handle incoming correspondence, flag relevant matters, and prepare draft responses when required.
• Act as a point of contact for internal departments and external parties for your assigned area of responsibility.
• Maintain organized records of sensitive affairs managed by the executive leadership.

Requirements

• Bachelor's or Master's degree in a field related to LIST's activities, business administration, management, communication, or a comparable discipline.
• 3-4 years of relevant professional experience in executive support, administrative coordination, project coordination, reporting, or a related field.
• Experience working autonomously under general supervision and managing assignments with multiple deadlines.
• Demonstrated ability to organize and prioritize own work to meet objectives.
• Ability to analyze problems and challenges within your area of responsibility and propose appropriate solutions.
• Ability to handle confidential information with discretion and professionalism.

Language Skills

• Good written and verbal communication skills in English and French; proficiency in Luxembourgish is an asset, particularly for interacting with internal and external stakeholders familiar with the Luxembourgish ecosystem.

Your LIST benefits

• An organization with a passion for impact and strong RDI partnerships in Luxembourg and Europe that works on responsible and independent research projects
• Sustainable by design, empowering our belief that we play an essential role in paving the way to a green society
• Innovative infrastructures and exceptional labs occupying more than 5,000 square metres, including innovations in all that we do
• An environment encouraging curiosity, innovation and entrepreneurship in all areas
• Personalized learning programme to foster our staff's soft and technical skills
• Multicultural and international work environment with more than 60 nationalities represented in our workforce
• Diverse and inclusive work environment empowering our people to fulfil their personal and professional ambitions
• Gender-friendly environment with multiple actions to attract, develop and retain women in science
• 32 days' paid annual leave, 11 public holidays, 13-month salary, statutory health insurance
• Flexible working hours, home working policy (not remote) and access to Digital lunch vouchers

Apply online

Your application must include:

• A motivation letter oriented towards the position and detailing your experience
• A CV with contact details
• Contact details of 2 references

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