Executive Assistant

ClearSpace

. Manage complex executive diaries, prioritising requests, resolving conflicts and protecting time for key priorities .

Posted 10/19/2026full-timeLuxembourg • LuxembourgMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates advanced proficiency in Microsoft 365 tools and strong organizational skills to manage executive diaries, travel arrangements, and meeting coordination. Capable of handling confidential information with discretion while supporting senior executives and Board meetings in a fast-paced environment.

Highest-signal resume keywords

Executive Support ExperienceMicrosoft 365 ProficiencyEvent CoordinationConfidential Information ManagementProfessional Proficiency in French or German

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Diary ManagementTravel BookingMeeting CoordinationExpense ManagementDocument PreparationReport FormattingAgenda CreationAction TrackingEvent OrganisationCorporate Governance Support

Soft Skills

Organisational SkillsTime ManagementAttention to DetailDiscretionProactive Problem Solving

Tools & Technologies

Microsoft OutlookMicrosoft WordMicrosoft PowerPointMicrosoft ExcelMicrosoft TeamsVideo-Conferencing ToolsHR Systems

Industry Keywords

Space SectorAerospace SectorDefence SectorEngineering SectorTechnology SectorScale-Up Environment

About the role

Key responsibilities & impact

Manage complex executive diaries, prioritising requests, resolving conflicts and protecting time for key priorities
Arrange domestic and international travel, including itineraries, accommodation, visas and expense reconciliation
Manage executive correspondence and enquiries as a professional first point of contact
Prepare and format correspondence, presentations, reports, briefing notes and meeting materials
Coordinate executive meeting preparation, including agendas, background information and follow-up actions
Handle confidential and commercially sensitive information in line with company policies
Coordinate executive, leadership and all-hands meetings, including scheduling, agendas, papers, logistics and minutes
Support Board meetings with the CEO and Finance team, coordinating materials, logistics, minutes and action tracking
Maintain decision and action records, following up with owners to ensure timely completion
Maintain accurate, accessible records of executive and Board documents and contacts
Coordinate meetings, visits and events across ClearSpace entities and with customers, investors, partners and advisers
Organise company events, offsites, customer visits and conference attendance
Process executive invoices, expenses and purchase requests with Finance
Support People & Culture with senior recruitment scheduling and executive onboarding
Improve administrative processes and tools, and deliver ad hoc projects as required

Requirements

What you’ll need

At least five years' experience as an Executive Assistant or in a similar role supporting senior executives, ideally multiple leaders
Strong organisational and time-management skills, with the ability to manage competing priorities and adapt to change
Excellent written and verbal English, with strong attention to detail
Sound judgement, discretion and professionalism when handling confidential information
Advanced proficiency in Microsoft 365, including Outlook, Word, PowerPoint, Excel and Teams
Experience with travel booking and video-conferencing tools
A proactive, solutions-focused approach and confidence working with senior stakeholders
Experience in the space, aerospace, defence, engineering or technology sectors, or in a scale-up environment
Experience supporting Board meetings and corporate governance
Experience coordinating across countries, time zones and office locations
Professional proficiency in French or German
Familiarity with expense management and HR systems
Experience organising events, offsites or conferences

Benefits

Comp & perks

Permanent - Full Time
Opportunity to work with world-leading institutions and companies in sustainable space operations
International working environment across Luxembourg, Switzerland and the UK