Executive Assistant (M/F)

BIL is a leading player in Luxembourg's financial market. Founded in 1856 as the country's first bank, BIL has contributed significantly to the development of Luxembourg's social and economic landscape. Today, BIL operates across digital banking, wealth management and corporate finance, supporting individuals, entrepreneurs, businesses, and both private and institutional investors. Headquartered in Luxembourg, BIL employs more than 1,800 people and maintains a presence in key financial centers including Luxembourg, Switzerland, France and China. As a major player in Luxembourg's finance industry and as a signatory of the UN Principles of Responsible Banking, BIL is committed to handing over a responsible and sustainable bank to future generations.

Your mission:

We are hiring an Executive Assistant to work directly with the Executive Committee.

This is a high-responsibility and high-exposure role, requiring discretion, precision, strong organizational skills, and the ability to operate in a fast-paced executive environment where priorities can shift quickly.

More than a traditional Executive Assistant role, this position combines first-class executive support with the ability to prepare high-quality materials, coordinate complex topics, and ensure effective follow-up on key priorities. You will play a central role in helping the Executives to stay organized, fully briefed, and focused on the most important matters.

This role requires exceptional organizational skills and the ability to support multiple senior stakeholders, often with competing priorities, while maintaining the highest levels of professionalism, responsiveness, and discretion.

This is a unique opportunity for a motivated and ambitious professional looking to accelerate their development, gain close exposure to executive leadership and governance, and build a long-term career within a demanding and dynamic environment.

Your next challenge:

• Manage complex calendars with a high degree of autonomy, acting as a proactive gatekeeper of time, priorities, and commitments.
• Coordinate internal and external meetings, Board-related interactions, conference calls, and video conferences.
• Anticipate upcoming deadlines, priorities, and key meetings to ensure executives are fully prepared.
• Prepare agendas, logistics, briefing material, and relevant documentation ahead of meetings.
• Support multiple senior stakeholders simultaneously, balancing competing priorities while maintaining a high level of service and responsiveness.

• Monitor executive inboxes, flag important messages, and handle administrative or routine matters independently where appropriate.
• Draft, review, and edit internal and external correspondence, ensuring clarity, professionalism, confidentiality, and alignment with the appropriate tone.
• Act as a trusted point of contact for internal and external stakeholders, ensuring smooth and professional communication.
• Follow up on requests, decisions, and open topics to ensure timely responses and execution.

• Act as a central coordination point for senior executives, ensuring effective follow-up on actions, requests, and decisions, and facilitating the timely collection and delivery of information from internal and external stakeholders.
• Consolidate information from different stakeholders into clear, concise, and executive-ready formats.
• Prepare high-quality PowerPoint presentations, briefing documents, meeting packs, and other executive materials.
• Support the preparation and maintenance of Excel trackers, reports, and follow-up documents.
• Assist in the preparation of governance, Board, and management meeting materials.

• Ensure smooth day-to-day operations and provide reliable administrative support in a demanding executive environment.
• Coordinate domestic and international travel, ensuring efficiency, accuracy, and cost awareness.
• Manage invoices, expenses, and related administrative processes in line with internal policies.
• Maintain and organize confidential files, documents, and records.
• Contribute to the broader Executive Assistant community and collaborate with peers where needed.

• Uphold the highest standards of confidentiality, integrity, and professional behavior.
• Handle sensitive information with maturity, tact, and sound judgement.
• Build trusted working relationships with senior stakeholders across the bank.
• Remain calm, structured, and solution-oriented in situations of pressure or ambiguity.

Your skills:

• Bachelor's degree in Business Administration, Management - or equivalent.
• 8+ years of experience as an Executive Assistant, Personal Assistant, Team Assistant, or in a comparable executive support role.
• Experience gained within a Big4, consulting, law firm, financial services, or other demanding professional services environment is considered a strong asset.
• Experience supporting senior executives, partners, managing directors, or board-level stakeholders in a complex and fast-paced environment.
• Proven ability to support multiple senior stakeholders simultaneously while maintaining excellent service levels and attention to detail.
• Good proficiency in PowerPoint, with the ability to prepare professional and visually appealing presentations.
• Good Excel skills, including the ability to maintain trackers, prepare reports, and work with data in a structured manner.
• Excellent organizational, coordination and prioritization skills.
• Strong written and verbal communication skills in French and English; Luxembourgish is considered an asset.
• High level of discretion, maturity, and sound judgement when dealing with confidential matters.
• Motivated, proactive and eager to learn and grow in a demanding executive environment, and willingness to go the extra mile.

BIL offers a broad range of challenging projects and a huge choice of career paths .We will assist you in finding the one that best meets your skills and expectations. Your personal development is our priority and we greatly encourage you to dive into different business areas for the broadest possible experience.
BIL is firmly of the opinion that diversity & inclusion contribute towards increasing the collective performance of the Bank. We are committed to creating a culture of inclusion that encourages individual development with equal opportunities for all.

NB: The selected candidate will be asked to provide an extract from the criminal record (no.3) as evidence of integrity and justified with regard to the specific needs of the position to be filled. Other documents will be collected, to the extent legally permitted, to perform background checks.