Executive Office Manager

Within this challenging role, you will serve as the trusted senior operational anchor of the Luxembourg office, ensuring its seamless daily functioning while providing high-level executive, operational and board support.

You will act as a key coordination and communication point between senior management, shareholders and local staff, and are a key partner for employees on-site for practical guidance and fostering well-organised internal collaboration. 

The mission of this position is to maintain a professional and reliable office environment, enable efficient board and management activities, allowing leadership and teams to focus on business priorities.

Key responsibilities

• Ensure the smooth daily functioning of the Luxembourg office and maintain a consistently professional working environment across all entities.
• Coordinate office priorities and ensure key internal routines run reliably (meeting readiness, information flow, general organisation).
• Follow-up, implementation and further development of internal policies, ensuring compliance.
• Prepare and coordinate Board and senior management meetings, including scheduling, preparation of meeting documentation packs, and follow-up of decisions, action points and deadlines.
• Act as a reliable representative of the Luxembourg office function in governance settings, ensuring professionalism and strong follow-through.
• Support senior management with structured internal communications on key topics and decisions, ensuring communications are clear, timely, consistent and handled with full confidentiality.
• Oversee the office’s facilities management and ensure a well-maintained, efficient workspace.
• Authorise payments where applicable, ensuring accuracy, traceability and adherence to internal controls.
• Serve as a trusted point of contact for local employees for day-to-day office questions, processes, and escalation of practical issues.
• Strengthen internal coordination and contribute to a positive, professional office climate through clear communication and responsiveness.

Your profile

• Bachelor’s degree in Business Administration, Management, Finance or equivalent experience.
• 7–10+ years of experience in a senior office management or executive office roles in a structured environment.
• Strong executive presence; comfortable interacting with stakeholders on all levels.
• Proven experience supporting board-level and senior leadership interactions, including handling confidential matters.
• Solid experience in corporate governance.
• High level of discretion, integrity and reliability when handling sensitive information.
• Excellent organisational skills, prioritisation, follow-through and deadline management.
• Strong written and verbal communication abilities.
• Autonomous, proactive, calm under pressure, and solution oriented.
• Approachable and service-minded, with strong interpersonal tact.
• Excellent MS Office skills.
• Fluent English required; French, Dutch and/or German is a strong asset in the Luxembourg context.

If you are interested, please send your resume and letter of application to Moovijob.com.