Executive & Personal Assistant to the CEO (M/F/X)

Martelange; Martelange; Remote; EUR 60,000 - 90,000; Full time

Benefits offered by this job

Direct contact with CEO

Autonomy in role

Cross-border Belgium–Luxembourg work

Permanent full-time contract

Martelange-based

Job summary

Martelange.lu is seeking an exceptional organisational right hand for the CEO, handling files, diary, travel and administration across Belgium and Luxembourg. The role offers autonomy to resolve tasks proactively, within a defined scope, reporting directly to the CEO.

Based in Martelange, you will coordinate with group managers and external partners, manage private and professional logistics, and support multi-company activities with discretion and maturity.

Qualifications

• Minimum five years of experience as an executive assistant or in a demanding role.
• Absolute discretion with confidential information.
• Flawless French and good English proficiency.
• Maturity, practical intelligence and reliability.
• Proficient with Microsoft Office and digital tools; driving licence required.

Responsibilities

• Autonomous file management with full ownership and closure.
• Manage CEO diary, priorities and conflicts; reorganise when needed.
• Prepare meetings, agendas and minutes; follow up on actions.
• Coordinate cross-functional with managers and external partners.
• Handle emails, replies, draft letters and communications.
• Organise international travel and personal logistics.
• Administer contracts, expenses, and invoicing.
• Personal concierge for private tasks and daily errands.

Skills

Sense of priorities

Service mindset

Absolute discretion

Responsiveness

Fluent French

Good command of English

MS Office proficiency

Driving licence

Tools

MS Office (Outlook, Excel, Word, PowerPoint)

Job description

Martelange.lu is looking for its CEO's organisational right hand: files, diary, travel and administration, across several companies in Belgium and Luxembourg. Permanent full-time contract in Martelange.

About the role

We are looking for a genuinely trustworthy person who can become our CEO's organisational right hand. Not an assistant who only carries out requests, but someone you hand a problem to and who comes back with a solution, without needing to be chased.

Martelange.lu is a dynamic company based in Martelange, on the Belgian-Luxembourg border. The CEO runs several companies with different commercial, real estate and operational activities, between Belgium and Luxembourg. You will work in this multi-company environment, with many internal and external contacts.

Your mission: free the CEO from organisational, administrative and logistical constraints, both professional and personal, by taking charge of every request proactively, autonomously and rigorously, until it is fully resolved. You can tell the decisions that truly require the CEO's involvement from those you can make yourself, within a clearly defined scope of responsibility.

Reporting line: directly to the CEO.

Main responsibilities

• Autonomous file management: take full ownership of the files entrusted to you, without constant supervision, and follow them up systematically until they are resolved. No request goes unanswered, no file without a conclusion.
• Diary and priorities: manage and protect the CEO's diary, weigh priorities, anticipate conflicts and reorganise quickly when the unexpected happens.
• Meetings and decision follow-up: prepare meetings (agendas, documents, figures), write minutes and follow up with the people involved until decisions and commitments are carried out.
• Cross-functional coordination: act as the link between the CEO, the managers of the group's companies and external partners (customers, suppliers, banks, advisers).
• Communication: sort and handle emails and calls, reply directly where possible, draft letters and messages, and filter what really needs to reach the CEO.
• Travel, trips and dinners: organise business and international travel, appointments, events and dinners from A to Z, sorting out every practical detail (transport, hotel, bookings, documents).
• Administration: manage files, contracts, expense claims and invoice follow-up for the various companies; keep documentation organised and easy to find.
• Personal management and private concierge: organising private travel, bookings, coordinating service providers, following up on works and call-outs, personal appointments (bank, public authorities), handling personal requests and any everyday logistical matter.

Your profile

• Sense of priorities: you can tell what is truly urgent from what can wait.
• Service mindset: you understand an executive's demands and meet them with efficiency and common sense.
• Absolute discretion: you handle professional and private information with complete confidentiality.
• Responsiveness: you adapt to a changing diary, handle the unexpected and respond quickly to urgent requests.
• Proven experience of at least five years as an executive assistant, as a personal assistant to an executive or in a particularly demanding environment. An exceptional application that does not strictly meet this criterion will also be considered.
• Maturity, practical intelligence, common sense and reliability: these qualities count as much as administrative skills.
• Flawless French and a good command of English.
• Comfortable with Microsoft Office (Outlook, Excel, Word, PowerPoint) and digital tools.
• Category B driving licence and your own vehicle, as Martelange is poorly served by public transport.

What we offer

• A position of trust, in direct daily contact with senior management.
• Real responsibilities and genuine autonomy, with the freedom to organise your work and make decisions.
• A wide variety of tasks, across several companies, Belgium and Luxembourg, professional and private.
• Pay that matches the demands of the role, with benefits.
• A permanent full-time contract in Martelange.