21 Jun, 2022

Executive Assistant (m/f)

  • Next Gate Tech
  • Luxembourg
Full time (permanent contract) Operations / Support

Job Description

Next Gate Tech is a fast growing startup. Within the acceleration of the business, the need of supporting the executive and organising the business management is key. 

We are looking for an experienced and motivated Executive Assistant who can support our Executive on a day-to-day basis. This person will organise, manage, and coordinate the executive in their tasks, providing the necessary support for a fluent governance.

MAIN RESPONSIBILITIES 

 

  • Organising the Executive's agenda and daily schedule (making appointments, e-mails, holidays, etc.)
  • Acting as the personal assistant of the CEO of the company
  • Preparing and organising the logistics of the various professional events (meetings, travel, oral interventions, seminars, trade shows, conference calls, etc.)
  • Arranging meetings, book facilities/equipment, prepare agendas, attending meetings, producing and distributing minutes within agreed timescales
  • Managing, monitoring and archiving reports and documentation of the executive
  • Making orders for equipment, supplies, consumables and checking the conformity of deliveries
  • Ensuring the management and complete follow-up of certain files (negotiations with suppliers, preparation of a budget, customer reminders, etc.)
  • Assist with day to day tasks on behalf of the executives
  • Organise meetings on behalf of the executives
  • Organise and coordinate travel arrangements for the executives
  • Structuring and ensuring the transmission of information internally and externally (documents from the various teams of the company or from outside the teams concerned based on the instructions of its manager)
  • Taking responsibility for the maintenance of systems and files, to ensure information is accurate and readily available
  • Gathering information to support the drafting of documents and preparing reports

 

PROFILE 

 

  • Bachelor’s or Master degree in Economics, Finance, Business Administration or equivalent field.
  • Experience in Executive or C-Level Personal Assistant roles.
  • Experience in the fund industry or in a startup environment is a plus.
  • Exceptional organisational skills and impeccable attention to detail.
  • Strong interpersonal skills.
  • Ability to work efficiently across all levels of an organisation and to liaise with the various interlocutor levels.
  • Excellent time management skills, ability to multitask and prioritise.
  • Excellent oral and written communication skills in English.
  • Oral and written communication skills in French is an advantage.

 

WE OFFER

 

  • An exciting and dynamic work environment at the cutting-edge of its industry
  • An entrepreneurial spirit with the ability to make a direct and strong impact with new ideas
  • The ability to work at the intersection between two very promising and fast-growing fields, Finance and Technology
  • Flexibility and independence in work organisation and schedule

 

Next Gate Tech is an equal opportunity employer