Executive assistant M/W
Published on 02/02/2026
Hays Luxembourg
- Luxembourg, Luxembourg (Canton)
- Insurance
Working time
Type of contract
Spoken languages
Professional experience
Educational level
Contract Type Fixed-term contract for an initial period of 6 months, with the possibility of renewal and conversion into a permanent position based on organisational needs.
Main Tasks
- Provide high-quality and timely administrative support to the CEO.
- Maintain and coordinate an effective calendar and filing system, ensuring competing priorities are managed efficiently.
- Manage and record correspondence (emails and letters) received and distributed via SharePoint.
- Coordinate and support the CEO's scheduling and ongoing work with the Executive Team, providing administrative assistance as required.
- Assist in the planning of major organisational events, such as annual conferences.
- Coordinate relevant staff input for projects, programs, reports, correspondence, and other matters.
- Produce high-quality reports, summaries, and documentation for the CEO, the Board, and the Executive Team.
- Proactively respond to enquiries from Board members, stakeholders, staff, and external contacts with discretion, maturity, diplomacy, and sound judgment, ensuring an excellent level of service.
- Maintain a high level of awareness of matters entering and leaving the CEO's office to respond appropriately and exercise sound judgment.
- Develop a strong understanding of the organisation and senior management across key functions.
- Prepare agendas and minutes for internal and external meetings convened or attended by the CEO (or other agreed meetings).
- Organise all local and international travel for the CEO.
- Provide high-level administrative support to Executive Team members, as agreed with the CEO.
- Manage the CEO's expense documentation, including expense claims and credit card receipts.
Must have:
- Minimum of 8 years' experience as an Executive Assistant supporting senior management in a fast-paced environment.
- College or University degree preferred, or equivalent professional experience.
- Knowledge of the relevant industry.
- Fluency in English and Italian; knowledge of French or German is an advantage.
- Strong technical aptitude; proficiency in MS Office 365; proven experience creating executive-level presentations; experience with Teams, SharePoint, Power BI, and Salesforce is a plus.
- Advanced proficiency in Excel, including the creation and management of complex spreadsheets.
- Strong interest in emerging technologies, particularly artificial intelligence.
- Teleworking is limited to one day per week on a rotating basis.
Skills (Soft Skills)
- Excellent written and verbal communication skills.
- Exceptional attention to detail and adaptability.
- Solution-oriented mindset.
- Proactive approach and strong team spirit.
- High level of motivation and ability to work efficiently under pressure.
- Ability to operate effectively in an international and multicultural environment.
- Strong sense of ownership, excellent prioritisation skills, and a hands-on attitude.
- High standards of integrity and ethical behaviour.
