15 Jul, 2022

Corporate Assistant (m/f)

  • kodehyve
  • Luxemburg, Luxembourg
Full time (permanent contract) Operations / Support

Job Description

Company overview

Kodehyve is a mission-driven technology venture dedicated to building technologies that help build the world. By largely replacing inefficient workflows, transparency issues and outdated customer experiences, kodehyve effectively is a data-driven collaboration operating system increasing efficiency and transparency in property development. Kodehyve is growing rapidly and our fast-moving team is committed to leading the digitalisation of the real estate sector in Europe and beyond. It takes a unified team committed to our core values to achieve our ambitious goals and we’d be glad for you to join our team and be part of our bold mission.


Role overview

This Corporate Assistant requires a versatile profile able to excel in a wide range of topics and collaborate with all teams across the organisation, thereby supporting all team members to excel in their respective activities and responsibilities. The Corporate Assistant will work closely with the executive and leadership team to set-up, manage and scale processes and operations on all teams’ levels to support the entire organisation so as to achieve company targets. The Corporate Assistant occupies a central role in the organisation, enabling the company to scale its operations. Joining us as Corporate Assistant offers a lot of opportunities to grow into roles within operations, HR, legal as well as program, project or product management.


Role and Responsibilities

  • Set-up, manage and scale processes and operations on all teams’ levels
  • Partner closely with cross-functional stakeholders and teams including product, engineering, data as well as growth to optimise our operations ensuring deliveries of projects with the highest quality possible
  • Support the entire organisation to achieve annual, quarterly and monthly targets through a variety of initiatives
  • Support C-level with the preparation of monthly, quarterly and yearly board meetings and investor committees
  • Provide executive and administrative support to the Director(s), as well as assist other senior staff
  • Manage executive calendars and schedules
  • Own payments by setting up and managing payment calendars on all levels
  • Create, review and execute orders and invoices as well as the associated payments in coordination with internal teams and the company’s accounting partners
  • Work in cooperation with the company's legal partners to set up and review legal documentation, set-up and own due diligence processes for clients and other partners, ensure compliance with regulatory requirements on all levels and guarantee IP protection of our products.
  • Set-up and manage employee recruitment and onboarding processes in collaboration with the executive team
  • Organise, execute, and assist with team activities (staff meeting agendas, all-hands meetings, off-sites, lunches and team social events)
  • Manage team space, including moves, and reconfigurations
  • Office management in coordination with landlords and office management companies


If successful, an evolution into the following roles and responsibilities:

  • Closely collaborate with the executive and leadership team to setup and monitor KPIs ensuring operational excellence in all aspects of the venture
  • Assist in the definition of project scope and objectives, involving all relevant stakeholders, and ensuring technical and operational feasibility
  • Coordinate internal resources and third parties for the flawless management and execution of projects
  • Manage and augment our capabilities around collecting and using data and insights, and ensure that it results in process improvements and fast decision making
  • Support one of the following departments: Operations, HR, legal and compliance



  • 3+ years of experience assisting at the executive and/or operational level (as a Corporate Assistant, Personal Assistant, Operations Manager or Secretarial experience at Director or Senior leadership level)
  • A mindset of strict confidentiality and trust
  • Outstanding interpersonal skills
  • Outstanding written and verbal communication skills in English and French
  • Experience with payment management and reconciling expenses
  • Experience of diary management and arranging international travel
  • Ability to handle administrative details independently while exercising good judgement in keeping team members adequately informed
  • Ability to navigate and prioritise between large amounts of cross-functional tasks and needs without cutting on quality
  • Well-versed in Google Workspace applications including Gmail, Google Calendar, Google Drive, Google Sheets, Google Docs, Google Slides and web-based research
  • Ability to quickly learn organisational structures, team objectives and share kodehyve values and vision
  • Quickly grasp a wide range of complex topics, including legal, finance and human resources
  • Positive, proactive, detail-oriented and driven to succeed
  • Demonstrated creative and critical thinking capabilities
  • Exceptional collaboration, partnership and influencing skills with the ability to work across multiple locations to drive consensus across teams
  • Versatility and ability to adapt to a diverse stakeholder’s audience
  • Strategic and systematic thinker who can balance big picture strategy and vision with detailed, flawless execution and impact delivery


Strong assets

  • Substantial experience assisting at the executive level in a fast-paced environment with tight deadlines
  • Experience in FinTech, RegTech, PropTech or ConTech is a strong asset
  • Experience within the real-estate industry is an asset
  • Luxembourgish, German, Portuguese and any additional European languages are a plus


A teaser of what we offer

  • You will be at the forefront of the digital disruption in real estate development
  • You will work with a high quality setup (e.g. 49' monitor, standing desks)
  • We offer flexible work hours and location, as well as hybrid work setup depending on your preferences
  • The kodehyve HQ is located a 10-15 minutes’ walk from the Luxembourg-city train and tram station
  • The offices are brand new and equipped with everything you need (from lovely plants and soy milk to standing desks, table football and PlayStation)
  • Continuous learning opportunities and conferences
  • Company events you will actually enjoy


Our values at kodehyve

  • Strong desire to produce high-quality software
  • Striving for quality, innovation and for having a real impact in the real estate ecosystem
  • Customer-centric with a healthy customer obsession
  • Ownership and team spirit
  • Speed and urgency
  • Growing together through honesty, empathy and teamwork
  • Inventing and thinking outside the box


Equal employment opportunity

kodehyve considers every candidate for employment without regard to race, colour, religion, national origin, age, sex, marital status, ancestry, physical or mental disability, medical condition, genetic information, sexual orientation, gender, gender identity, gender expression, and other protected classifications.


For more information about kodehyve, our track record and values, please visit kodehyve.com.


Please apply via LinkedIn or at jobs@kodehyve.com