Executive Assistant

At ClearSpace, we believe in reusability, in affordability driving disruption, and that no progress is real unless it is sustainable. Our company was founded in 2018 out of the realization that in-orbit servicing and space debris removal are vital services for the future of space exploration and operations. Today ClearSpace has assembled an expert engineering team and is leading the way toward sustainable space operations. From a garage in Switzerland, we now operate across UK and Europe, and are working with world-leading institutions and companies to bring our dream of a sustainable space ecosystem to life. ClearSpace is seeking an experienced Executive Assistant to support the CEO and executive team across its Luxembourg, Swiss and UK operations. Role Purpose/Summary The role provides high-level administrative and coordination support, including diary management, travel, executive communications, leadership meetings and Board activities. As a key contact for internal and external stakeholders, you will manage competing priorities, handle sensitive information discreetly and ensure effective follow-through on executive decisions and actions. This role suits a proactive, highly organised professional who thrives in a fast-paced, international environment and has experience supporting senior leaders, ideally in technology, engineering or a growing business. Role

Responsibilities:
Executive Support
• Manage complex executive diaries, prioritising requests, resolving conflicts and protecting time for key priorities.
• Arrange domestic and international travel, including itineraries, accommodation, visas and expense reconciliation.
• Manage executive correspondence and enquiries, acting as a professional first point of contact.
• Prepare and format correspondence, presentations, reports, briefing notes and meeting materials.
• Coordinate executive meeting preparation, including agendas, background information and follow-up actions.
• Handle confidential and commercially sensitive information in line with company policies. Meetings and Governance
• Coordinate executive, leadership and all-hands meetings, including scheduling, agendas, papers, logistics and minutes.
• Support Board meetings with the CEO and Finance team, coordinating materials, logistics, minutes and action tracking.
• Maintain decision and action records, following up with owners to ensure timely completion.
• Maintain accurate, accessible records of executive and Board documents and contacts. Business and Team Coordination
• Coordinate meetings, visits and events across ClearSpace entities and with customers, investors, partners and advisers.
• Organise company events, offsites, customer visits and conference attendance.
• Process executive invoices, expenses and purchase requests with Finance.
• Support People & Culture with senior recruitment scheduling and executive onboarding.
• Improve administrative processes and tools, and deliver ad hoc projects as required. Must have:
• At least five years' experience as an Executive Assistant or in a similar role supporting senior executives, ideally multiple leaders.
• Strong organisational and time-management skills, with the ability to manage competing priorities and adapt to change.
• Excellent written and verbal English, with strong attention to detail.
• Sound judgement, discretion and professionalism when handling confidential information.
• Advanced proficiency in Microsoft 365, including Outlook, Word, PowerPoint, Excel and Teams, plus experience with travel booking and video-conferencing tools.
• A proactive, solutions-focused approach and confidence working with senior stakeholders. Nice to have:
• Experience in the space, aerospace, defence, engineering or technology sectors, or in a scale-up environment.
• Experience supporting Board meetings and corporate governance.
• Experience coordinating across countries, time zones and office locations.
• Professional proficiency in French or German.
• Familiarity with expense management and HR systems.
• Experience organising events, offsites or conferences.