General/Corporate Secretary (m/f)

Permanent contract, full-time, ref : GS0426

Department/Service: Executive Office

Hierarchical superior: Chief Executive Officer (CEO)

JOB MISSION

Acting as a trusted advisor to the CEO and the Management Committee, the Corporate Secretary ensures the smooth functioning of Luxinnovation's executive governance, performance management and institutional coordination.

The role combines board secretariat duties, executive operations, performance oversight and stakeholder liaison, ensuring that strategic decisions are well prepared, properly recorded and effectively executed across the organisation.

MAIN TASKS AND RESPONSIBILITIES

Main Tasks and Responsabilities

Governance and Board Secretariat

Board and committee secretariat — Organize and service the meetings of the Board of Directors and its committees; prepare agendas, convening notices and supporting documentation; draft accurate minutes and formal resolutions; and ensure timely follow-up on decisions taken.
Statutory compliance and corporate records — Maintain the corporate registers and statutory records of the organization; and coordinate filings with the relevant authorities.
Governance framework stewardship — Maintain and continuously improve Luxinnovation's governance framework and charters ensuring alignment with best practices and Luxembourg public-sector expectations.
Advisory to the CEO and the Board — Provide informed guidance on governance matters, procedural requirements and institutional protocol; liaise with external counsel where required.

Performance and KPI Monitoring

KPI monitoring and performance follow-up — Consolidate key performance indicators across all service lines; maintain and update executive dashboards; brief the CEO and Directors on performance trends; and coordinate the design and implementation of corrective measures where required.
Director accountability follow-up — Track commitments and deliverables across the leadership team; monitor progress against agreed milestones; and escalate deviations in a timely and structured manner.
Performance agreements — Support the annual performance agreement process with Directors; consolidate institutional objectives; and monitor progress throughout the cycle.
Meeting and Calendar Coordination

Calendar management for executive forums - Autonomously triage and reassign forum invitations between the CEO and Directors in line with the nature and purpose of each engagement, referring matters to the Management Committee where clarification is required; coordinate internal and external executive meetings; and ensure full alignment of calendars and logistical arrangements..
Staff and management meetings — Plan and coordinate leadership and all-hands forums; track actions and outcomes; and proactively channel both top-down and bottom-up topics into the relevant agendas.
Stakeholder and Network Liaison

TAFTIE liaison and network coordination — Act as Luxinnovation's institutional point of contact; and coordinate with the CEO and Directors to ensure appropriate representation of the organisation according to the topics under discussion.
Stakeholder coordination — Engage with confidence and discretion with the CEO, Directors, Board members, public-sector partners and external counsel.
Communications and Documentation
Governance documentation standards — Standardise templates for Board packs, minutes and KPI reports; and ensure clarity, consistency and institutional quality across all governance documentation.
Executive and institutional communication materials — Take the lead on designing and contributing substantively to high-level communication materials and presentations — shaping content, narrative structure and key messages. This includes the preparation of supporting materials for external VIP engagements (ministerial meetings, embassies, the Prime Minister's Office and the Grand-Ducal Court), as well as the production of statutory and institutional documents required by Luxinnovation vis-à-vis its Board — including summary reports, management reports and other formal deliverables — ensuring that each document meets the highest standards of substance, clarity and institutional representation.

Team Leadership and Operations

Team leadership - Line-manage the Executive Assistant; set clear priorities and performance standards; and provide ongoing coaching to foster professional development and sustain high performance.

Execution drive and structure — Establish robust routines and operational cadences to ensure consistent delivery against approved plans, commitments and Board decisions.

EDUCATIONAL LEVEL AND PROFESSIONAL EXPERIENCE REQUIRED

Education: Master's-level qualification in Law, Business Administration, Public Administration, Political Science or a related discipline; governance/corporate secretary certification is an asset.

Experience: 7 years' relevant professional experience, ideally combining corporate governance, executive support and institutional coordination, preferably acquired in a public-sector, parapublic or regulated environment.

Demonstrated experience operating in proximity to executive leadership and governing bodies

SPECIFIC COMPETENCIES

Governance and Board secretariat expertise — Designs and operates governance processes fully aligned with Luxembourg public-sector expectations and applicable regulatory obligations; ensures the accuracy of corporate records and the compliance of all statutory filings.

Executive coordination and prioritization — Structures agendas and supporting materials, sequences decisions in a logical and timely manner, and drives execution across multiple stakeholders with rigor and discipline.

KPI and performance management — Consolidates, interprets and communicates key performance indicators with clarity; identifies variances proactively; and coordinates with Directors to design and submit remedial measures for approval.

Stakeholder management and influence — Engages effectively and credibly with the CEO, Directors, Board members, external counsel and public-sector partners, fostering trust-based and constructive working relationships.

Legal and corporate administration literacy — Drafts formal documents — including resolutions, minutes and notices — to a high professional standard; and manages statutory updates with accuracy and reliability.

Process improvement and discipline — Develops standard operating procedures, templates and operational cadences; and continuously enhances meeting effectiveness and the overall quality of decision-making.

Communication excellence — Demonstrates clear, concise and structured writing for executive packs and minutes; designs and contributes substantively to executive presentations and communication materials, shaping content and key messages; and delivers confident, well-prepared verbal briefings to senior audiences.

Discretion and ethics — Handles confidential and sensitive information with sound judgement; and consistently demonstrates integrity, neutrality and professional reserve.

People leadership — Sets clear standards, develops team capabilities, and manages workload peaks with composure and fairness.

Resilience and adaptability — Performs effectively under time pressure, shifting priorities and the diverse expectations of senior stakeholders

Languages and IT Skills

Languages: Luxembourgish (min. B2), French and English (C1 oral and written); German is a great asset.

IT/software skills:

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

Document and meeting management tools: SharePoint and Microsoft Teams.

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).

AI-generated applications might not be the best way to stand out. Show us the real you, and let’s see where this journey takes us!

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.