Executive Assistant

Job description

Specialising in the recruitment of qualified and expert profiles, People Solutions by Arhis offers tailored support to help you take the next step in your professional journey.
We work with companies across various sectors (banking, insurance, industry, and services) that are actively looking for talented individuals like you.

At People Solutions by Arhis, we understand that every career path is unique. That’s why we put our recruitment expertise at the heart of your career project, offering you personalised and attentive guidance to help you find the opportunity that truly matches your ambitions.

We are currently recruiting for one of our clients a:

Executive Assistant

About the role

We are looking for a highly meticulous, proactive, and demanding Executive Assistant to support a CEO/Team within a fast-paced and high-level corporate environment.

This role requires a strong sense of ownership, absolute discretion, and the ability to manage complex priorities with precision and efficiency.

This is a 4 months fixed term contract , to start as soon as possible.

Key Responsibilities

Executive Support

• Manage a highly complex and dynamic agenda, including prioritization and coordination across multiple stakeholders and time zones
• Handle emails, calls, and correspondence with responsiveness, sound judgment, and strict confidentiality
• Organize business travel end-to-end (flights, accommodation, itineraries) ensuring seamless execution
• Act as a gatekeeper and key liaison between the CEO and internal/external stakeholders

Coordination & Communication

• Coordinate complex schedules and ensure smooth information flow across senior leadership
• Prepare high-quality briefings, reports, and presentations
• Track key topics and follow up proactively on action items

Administrative & Operational Excellence

• Deliver best-in-class administrative support: document preparation, reporting, data tracking, and file management
• Maintain highly structured, accurate, and up-to-date records
• Review, proofread, and validate corporate documents with a high level of attention to detail

Corporate Governance & Compliance

• Organize Board meetings and General Assemblies (logistics, agendas, documentation)
• Draft minutes when required
• Ensure proper filing of official documents with Luxembourg authorities
• Liaise with regulators, auditors, and external advisors while ensuring clear communication with internal teams

Stakeholder & Office Interaction

• Welcome and manage visitors with professionalism and efficiency
• Identify needs and direct stakeholders to appropriate contacts
• Support high-quality client interactions and contribute to a strong service culture

Requirements

Profile :

Experience

• Minimum 3–5 years of experience in a similar Executive Assistant role supporting senior executives
• Experience in a demanding corporate, financial services, or legal environment is highly preferred
• Exposure to governance and regulatory environments is a strong advantage

Skills & Competencies

• Outstanding organizational and prioritization skills
• Exceptional attention to detail and high standards of accuracy
• Ability to handle confidential information with absolute discretion
• Strong communication skills, both written and verbal
• Ability to interact confidently with senior stakeholders
• Proactive mindset with strong anticipation skills
• Capacity to work under pressure and manage multiple priorities simultaneously

Technical Skills

• Advanced command of Microsoft Office (Outlook, Excel, Word, PowerPoint)
• Strong administrative and documentation management competencies

Languages

• Fluent in English (mandatory)
• French is a strong asset; additional languages are a plus

Personal Attributes

• Highly exigent, structured, and detail-driven
• Strong ownership and reliability
• Discreet and professional at all times
• Flexible, reactive, and solution-oriented
• Ability to operate at a high level of expectation and pace

What’s in it for you

• Exposure to senior decision-making and strategic topics
• A central and trusted role within the organization
• A demanding yet rewarding environment for high performers

Your Candidate Experience with People Solutions by Arhis
To ensure that your profile aligns with our opportunities, we guide you through a thorough recruitment process, including individual interviews, assessment centers, personality and motivation questionnaires, as well as coaching sessions led by our team of certified coaches.

Rest assured that we carefully review every application received, including those automatically acknowledged upon submission.
Your profile will be evaluated by a consultant specialized in your field of expertise.

We listen to your needs, keep you informed, and provide guidance throughout the recruitment process until your successful integration with our client. Our commitment is to offer you our expertise to ensure the success of your next professional endeavor.

www.peoplesolutionsbyarhis.lu