Founded in 1856, Banque Internationale à Luxembourg is the oldest multi-business bank in the Grand Duchy. From its foundation, the BIL has always played an active role in the development of the Luxembourg economy. It currently operates in retail, private and corporate banking, as well as on major capital markets. Employing more than 2 000 people, BIL is present in the financial hotspots that are Luxembourg, Switzerland, and China.
As a major player in Luxembourg's finance industry and as a signatory of the UN Principles of Responsible Banking, BIL is committed to handing over a responsible and sustainable bank to future generations.
We are hiring an Executive Assistant to support the members of the executive committee within the bank. This is a high-responsibility role requiring discretion, precision, and proactive coordination. You will play a key role in ensuring the executive's day-to-day operations run smoothly and efficiently-especially in a fast-paced, high-demand environment where priorities can shift quickly.
Your next challenge:
1. Calendar & Meeting Coordination
* Manage the executive's calendar with autonomy, acting as a proactive gatekeeper of time and priorities.
* Schedule and coordinate internal and external meetings, conference calls, and video conferences.
* Prepare agendas, logistics and support material to ensure the executive is fully prepared.
* Organize team offsites and manage all related logistics, attendees, and materials.
2. Inbox & Communication Management
* Monitor email inbox, flagging important messages and handling administrative matters independently.
* Respond promptly to emails, calls, and inquiries, maintaining clear and professional communication on behalf of the executive.
* Draft and edit internal and external correspondence, ensuring clarity, confidentiality, and alignment with organizational standards.
3. Travel & Expense Management
* Coordinate domestic and international travel in collaboration with the travel agency, ensuring efficiency and cost containment.
* Manage payment of invoices and travel expenses, ensuring accuracy, compliance with policy, and timely processing.
4. Administrative & Operational Support
* Execute day-to-day administrative responsibilities with precision and reliability.
* Coordinate the preparation of reporting materials and support documentation.
* Maintain and organize confidential files and records in line with internal policies
* Integrate into the business lines to better understand key activities and support needs.
* Collaborate with peers and contribute to collective team tasks and initiatives.
5. Professionalism & Discretion
* Uphold the highest standards of confidentiality, integrity, and professional behavior in all interactions.
Your skills:
* Bachelor's degree in Business Administration or equivalent experience.
* Minimum 3 years of experience in banking or a relevant administrative role.
* Previous experience as an administrative assistant in a consulting or law firm is considered a strong plus.
* Fluent in French and English; Luxembourgish considered a strong plus.
* Excellent coordination, calendar management, inbox management, and meeting preparation skills.
* Comfortable working in a dynamic, fast-paced environment with shifting priorities and complex demands.
* Proven ability in stakeholder relationship management, travel management, and expense reporting.
* Outstanding discretion, tact, and maturity in handling confidential matters.
* Clear and structured communication skills-both oral and written.
* Strong team spirit, ownership mindset, and attention to detail.
* Solution-oriented with strong problem-solving skills.
* Proficient in PowerPoint and Excel.
BIL offers a broad range of challenging projects and a huge choice of career paths .We will assist you in finding the one that best meets your skills and expectations. Your personal development is our priority and we greatly encourage you to dive into different business areas for the broadest possible experience.
BIL is firmly of the opinion that diversity & inclusion contribute towards increasing the collective performance of the Bank. We are committed to creating a culture of inclusion that encourages individual development with equal opportunities for all.
NB: The selected candidate will be asked to provide an extract from the criminal record (no.3) as evidence of integrity and justified with regard to the specific needs of the position to be filled. Other documents will be collected, to the extent legally permitted, to perform background checks.