Secretary General
The ASTF is a leading player in occupational health and prevention in Luxembourg. Our mission is to provide medical monitoring and support to employees in the financial sector, in close collaboration with employers and multidisciplinary teams.
As part of the development of the ASTF, we are looking for a Secretary General
Responsibilities
Strategic and operational support to the Chief Executive Officer
• Act as the operational relay for decisions made by the CEO and the Board of Directors.
• Prepare and draft minutes of Board and General Assembly meetings (agenda, summary of decisions, action follow-up).
• Handle the logistics of meetings (notices, materials, room bookings, video conferencing).
• Track decisions and action plans through dashboards and regular reminders.
• Serve as the interface with institutional partners, Board members, and external service providers (banks, auditors, lawyers, RCS).
Cross-functional project management
• Coordinate strategic projects with the various teams (GDPR compliance, CISO, organised conferences).
• Monitor timelines, budgets, and deliverables, producing progress reports.
• Facilitate existing working groups and ensure the traceability and execution of decisions.
• Prepare various presentation materials.
Administration and operational management
• Oversee administrative processes and their compliance with Luxembourg regulations.
• Manage physical and electronic archives.
• Monitor regulatory developments and propose internal adjustments.
• Coordinate with the HR department on mandatory declarations.
• Supervise and review contracts with service providers.
• Organise and facilitate internal events (seminars, staff meetings, and working groups).
Internal and external communication
• Draft internal memos to communicate Board or CEO decisions to the teams.
• Collaborate with the internal team on awareness campaigns (e.g. health days).
Continuous improvement and innovation
• Identify bottlenecks in processes and propose solutions (automation, collaborative tools).
• Benchmark best practices in the non-profit/occupational health sector.
• Contribute to strategic development discussions with the CEO and the Medical Director.
Profile and Skills
Education
• Degree in administrative management, law, or social sciences (Bachelor’s degree minimum), or equivalent experience.
Experience
• A minimum of 2 to 3 years in administrative management and project coordination, ideally within a non-profit organisation, a public institution, or a medical/social environment.
Key skills
• Proficiency in office software and project management tools.
• Excellent written communication skills in French and English are essential; German and Luxembourgish are a plus.
• Ability to prioritise and manage multiple files in a dynamic environment.
• Discretion and a strong sense of confidentiality.
• Autonomy and proactivity: ability to anticipate needs and propose solutions.
• Team spirit: seamless collaboration with the various departments.
• Thoroughness: adherence to deadlines and procedures.