General Affairs & Executive Assistant

Job description

Join ispace EUROPE – Pioneering Lunar Exploration from Luxembourg With locations in Japan, Luxembourg, and the US, ispace is a global leader in lunar exploration. Our European branch, based in Luxembourg, is uniquely positioned at the heart of rover design, development, and operations. We’re building the foundations of a sustainable lunar economy — and expanding humanity’s reach beyond Earth. At ispace EU, engineers, business experts, and creatives work side by side to turn bold ideas into reality, driven by our mission: “Expand our Planet, Expand our Future.” **TITLE**: General Affairs & Executive Assistant (m/f/d) **LOCATION:** Luxembourg **REPORTS TO:** General Affairs Manager **ABOUT THE ROLE** As a core member of our General Affairs (GA) team, you will provide dedicated support to our executive team, coordinating communication, scheduling, travel and events. Alongside those main responsibilities, you will also be engaged with other GA’s activities, keeping the ispace EU workplace and its day-to-day operations running smoothly. Your remit spans dedicated support to the executive team and office operations, workplace coordination, front-of-house, and cross-departmental collaboration, ensuring that the ispace EU Team and its processes can perform at their best. At a company pushing the boundaries of lunar exploration, operational excellence isn’t a background function; it’s a key enabler of our mission. You will work closely with senior stakeholders, internal teams, and external partners to drive day-to-day effectiveness and contribute to a fast-moving, high-ambition environment. ### KEY RESPONSIBILITIES *Executive support* - Manage the executive team's diaries, resolving competing requests, anticipating conflicts and protecting focus time - Manage executive correspondence in French and English, triaging and prioritising incoming requests, and ensuring matters requiring executive input or decisions are surfaced and followed through - Plan and book executive travel end to end within GA's trip-management processes, from itineraries and visas through to expense claims on return - Prepare and follow up meetings: agendas, briefing materials, minutes and action logs, tracking commitments through to closure - Coordinate and host executive visitors and liaise with external partners, institutions and our Group counterparts *General Affairs* - Perform core administrative flows, including correspondence, documentation, invoice processing, and meeting minutes, working within the established approval workflow - Manage day-to-day office operations, including facility coordination and supplier relationships, and coordinate office-supply orders with the procurement team - Act as a first point of contact for the office, handling reception, phone calls, and incoming deliveries, and passing parcels to the procurement team for processing - Coordinate logistics for internal, external and team events, from planning and vendor management through to on-the-day setup - Contribute to General Affairs and ad-hoc projects such as office expansions, relocations, workspace enhancements, process optimisations and new internal initiatives - Keep GA processes well documented and up to date, ensuring the ispace EU Team always has clear, reliable references on hand ### KEY REQUIREMENTS - Three (3) years of experience in an Executive Assistant, Personal Assistant, or General Affairs role, ideally in a startup or fast-paced SME - Bachelor’s degree or equivalent professional experience - Fluent in French & English (written and spoken). Another language is a plus. - Excellent verbal and written communication skills - Strong organisational skills, with the ability to manage multiple priorities in a dynamic environment - A proactive, hands-on mindset - Demonstrated ability to handle sensitive information with discretion and professionalism - Solid command of the MS Office Suite; familiarity with basic graphic design tools (for internal communications and event materials) is a plus - Sharp attention to detail and a natural ability to work autonomously while staying closely aligned with your stakeholders - #LI-AD1