General/Corporate Secretary (m/f)

General/Corporate Secretary (m/f)

Permanent contract, full-time, ref : GS0426

Department/Service: Executive Office

Hierarchical superior: Chief Executive Officer (CEO)

JOB MISSION

As a General Secretary, you will become the right hand of the CEO and its Management Committee to organize, structure and ensure quality delivery to all external and internal representation.

Your role as a General Secretary would be to lead the executive office and corporate secretary function, orchestrating agendas, materials and decisions at CEO, Management Committee and Board levels, organizing and coordinating Managers and staff meetings, consolidating inputs across services, and ensuring disciplined tracking of KPIs and action plans.

MAIN TASKS AND RESPONSIBILITIES

• Governance and Board Management

o Governance planning for MCM and Board: build annual calendars; draft and circulate agendas; coordinate pre-reads and board packs; ensure timely distribution of Board packs and convocations.

o Meeting execution and records: draft convocation/meeting notices; prepare and quality-check materials; take minutes; record decisions and ensure formal approval/signature where required.

o Decision and action tracking: maintain registers for decisions, actions and follow-ups; monitor closure and report status to the CEO and Board Chair.

o Corporate Secretary duties: oversee statutes and governance documents; manage RCS/RBE updates and statutory records.

o Legal and corporate governance support: draft resolutions and meeting minutes; coordinate with external counsel on corporate matters; track legal and contractual actions and collaborate with legal representative.

o Policy and process stewardship: maintain standard operating procedures for governance; ensure compliance with public-sector expectations.

o Board and committee effectiveness: propose agenda discipline, time allocation, and decision templates; run post-meeting debriefs and improvements.

• Performance and KPI Monitoring

o KPI monitoring and performance follow-up: consolidate KPIs from all services; update dashboards; brief the CEO and Directors; coordinate to design corrective actions.

o Director accountability follow-up: track commitments and deliverables; escalate when off-track.

o Performance agreements: support the annual process with Directors; consolidate objectives and track progress.

• Meeting and Calendar Coordination

o Calendar management for executive forums: autonomously transfer forum invitation to Director / CEO depending on the objective of such forum, in case of doubt, bring the topic to Management Committee, coordinate internal and external executive meetings; align calendars and logistics.

o Staff and managers' meetings: plan and coordinate leadership and all-hands forums; track actions and outcomes, brings proactively top-down and bottom-up topics to agendas of meetings.

• Stakeholder and Network Liaison

o TAFTIE liaison and network coordination: serve as the institutional point of contact; coordinate with CEO and Directors for Luxinnovation appropriate representation depending on topics

o Stakeholder coordination: liaise confidently with the CEO, Directors, Board members, public-sector partners and external counsel.

• Communications and Documentation

o Communications and materials: standardize templates for board packs, minutes and KPI reports; ensure clarity and consistency.

• Team Leadership and Operations

o Team leadership: line-manage the executive assistant; set priorities and standards; coach for high performance.

o Execution drive and structure: embed routines and cadences to ensure delivery against plans and decisions.

EDUCATIONAL LEVEL AND PROFESSIONAL EXPERIENCE REQUIRED

• Education: relevant university degree (Bachelor's or Master's) or equivalent professional experience in law, public administration or business administration; governance/corporate secretary certification is an asset.

• Experience: 7–10 years in executive office, corporate governance, legal operations or board secretariat roles.

SPECIFIC COMPETENCIES

• Governance and board secretariat expertise: designs and operates governance processes aligned to Luxembourg public-sector expectations and regulatory obligations; ensures accurate records and compliant filings.

• Executive coordination and prioritization: structures agendas and materials, sequences decisions, and drives timely execution across multiple stakeholders.

• KPI and performance management: consolidates, interprets and communicates KPIs; flags variances and coordinates with Directors to design and submit for approval remedial actions.

• Stakeholder management and influence: effective liaison with CEO, Directors, Board members, external counsel and public-sector partners;

• Legal and corporate administration literacy: drafts formal documents (resolutions, minutes, notices) and manages statutory updates.

• Process improvement and discipline: builds SOPs, templates and cadences; continuously improves meeting effectiveness and decision quality.

• Communication excellence: clear, concise writing and synthesis for executive packs and minutes; confident verbal briefings.

• Discretion and ethics: handles sensitive information with judgment; models integrity and neutrality.

• People leadership: sets standards, develops team capabilities, and manages workload peaks.

• Resilience and adaptability: performs under time pressure, shifting priorities and diverse stakeholder expectations.

LANGUAGES AND IT SKILLS

• Languages: Luxembourgish, French and English (C1 oral and written); German is an asset for interactions in the national ecosystem.

• IT/software skills:

o Microsoft Office: Word (templates, tracked changes), Excel (KPI dashboards/basic analysis), PowerPoint (board packs), Outlook (advanced calendar/meeting management).

o Document and meeting management tools: SharePoint and Microsoft Teams.

o PDF preparation tools: Adobe Acrobat (for compiling and securing packs).

If this sounds like the right next step in your career, we'd love to hear from you! Please submit your application online in English (including a CV).

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It is important to note that the current position is to be filled at our present offices in Esch-Belval. However, the location of Luxinnovation GIE will change in the first quarter of 2027 and will be moved to Luxembourg Kirchberg.