Chief Executive/Deputy Chief Executive - Senior Administrative Assistant (M/F)

Company description

Sofitex Talent Recruitment
Fort d'une expérience de plus de 30 ans dans les Ressources Humaines, Sofitex est un réseau international de Travail Temporaire et de Placement en CDI. Sofitex fonde sa dynamique et son succès sur le professionnalisme de ses équipes, sa forte réactivité et sa proximité.

Job description

For one of our clients, a European Institution located in Luxembourg Kirchberg, Sofitex Talent is currently looking for a :

Chief Executive/Deputy Chief Executive - Senior Administrative Assistant (M/F)

Job Description: Purpose:

Within a prestigious international financial institution, the (Senior) Administrative Assistant will provide comprehensive, high-quality executive, administrative, and secretariat support for and reporting to the Chief Compliance Officer and Head of Non-Financial Risk (CCO) within the Risk Office Department. The role requires excellent organisational abilities, sound judgment, and absolute discretion, as it involves handling confidential, integrity-related, operational risk, and potentially market-sensitive information.

The successful candidate will act as a trusted and reliable partner, ensuring the smooth functioning of the office of the CCO and supporting the effective governance and oversight of the institution’s Compliance and Non-Financial Risk frameworks.

Operating network:

The (Senior) Administrative Assistant shall assist the Chief Compliance Officer as well as act as back-up of the other teams’ assistants in their absence, as needed.

Responsibilities:

The successful candidate shall perform general secretarial duties, and operational and administrative tasks. The successful candidate must understand the requirements around handling sensitive, confidential, and strictly confidential information. The successful candidate shall demonstrate flexibility and availability to cater to the Director’s schedule and administrative needs. At a level commensurate with their experience and seniority the successful candidate shall:

Executive & Secretarial Support:

•             Manage and prioritise the agenda of the CCO/Head of NFR, coordinating complex meetings, cross-department interactions, and engagements with relevant counterparts across the organisation.

•             Act as the main point of contact for the office of the CCO, ensuring effective communication and professional handling of internal and external enquiries.

•             Prepare, draft, proofread, and format correspondence, reports, briefing notes, presentations, and official documentation.

•             Ensure structured, compliant filing, archiving, and retrieval of documents, in accordance with the organisation’s information-management rules.

•             Manage highly confidential and integrity-sensitive information related to compliance, AML/CFT, conflicts of interest, integrity due diligence, whistleblowing cases, incident reporting, internal control assessments, and operational risk events.

•             Apply strict rules on information classification, secure handling, access rights, and data protection.

•             Serve as a trusted gatekeeper, ensuring that sensitive matters are routed appropriately and protected from unauthorised disclosure.

•             Uphold absolute discretion in managing communications, documents, and deliberations involving senior management, governance bodies, and external stakeholders.

Administrative & Operational Support:

•             Arrange travel, missions, and related expense processes for the CCO

•             Support procurement processes, service contracts, invoice handling, and budget tracking for the Compliance and NFR functions

•             Assist in the preparation of materials for internal audits, risk assessments, compliance monitoring exercises, and Group-level reviews.

•             Coordinate the lifecycle of key departmental documents, ensuring timely approvals, submissions, and alignment with the institution’s policies.

•             Departmental Coordination.

•             Facilitate coordination across the Compliance team and the NFR team, ensuring smooth information flow and aligned processes.

•             Organise workshops, training sessions, and cross-functional meetings involving Compliance, Risk, and other departments across the institution.

•             Maintain up-to-date registers, shared drives, workflows, and document-management tools for both functions.

•             Support onboarding of new staff, ensuring appropriate access, training, and operational readiness.

Required profile

Qualifications and Experience:

•             Minimum 5 years of experience as an executive assistant, senior administrative assistant, or secretarial assistant, ideally within a financial institution, EU institution, or control function (Compliance, Risk, Legal, Audit).

•             Proven experience handling confidential and sensitive information.

•             Excellent drafting, formatting, and communication skills in English; additional EU languages are an asset.

•             Strong organisational skills with the ability to prioritise, multitask, and meet tight deadlines.

•             High proficiency in MS Office applications and digital collaboration tools.

•             Experience supporting committees, minute-taking, and preparing materials for governance bodies is a strong advantage.

Key Competencies:

•             Confidentiality & Integrity – absolute discretion and unquestionable trustworthiness.

•             Organisation & Coordination – ability to manage complex workflows across two control functions.

•             Professionalism & Reliability – consistent high-quality output and calm under pressure.

•             Communication & Interpersonal Skills – tactful, diplomatic interaction with senior stakeholders.

•             Proactivity & Problem Solving – anticipates needs and proposes effective solutions.

•             Teamwork & Collaboration – supports and interfaces effectively across Compliance, Risk Office, and across the full organisation.

This is an opportunity for an initial contract of 2 months, with possible extensions afterwards.

Salary ranges between 3,247€ and 5,300€ gross per month, depending on experience.