Executive Assistant – Corporate Governance

Executive Assistant – Corporate Governance & Board Support (M/F/X) About Luxinnovation Luxinnovation is Luxembourg's national innovation agency. As a semi-public institution set up as an Economic Interest Group (GIE), we empower companies to innovate today to be ready for tomorrow. We also contribute to the development of the economy as a whole by identifying innovation opportunities and fostering collaborative innovation projects that stimulate the development of a sustainable, competitive and digital economy. Luxinnovation is 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. Job mission As an Executive Assistant reporting to the General Secretary, 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. You will combine high-level administrative expertise with strong organisational skills to support the agency's leadership team in delivering on Luxinnovation's mission. Main tasks and responsibilities Your responsibilities are structured around Luxinnovation's four core pillars of activity: Inspire – Representing the leadership and enhancing institutional visibility 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 Assess & Accelerate – Driving operational excellence across the executive office 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 Connect – Facilitating seamless communication and cross-departmental coordination 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 Fund – Supporting 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 This list is not exhaustive. Additional tasks may be assigned to the holder of the job. 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 application showing 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.