HR Assistant

NeuroDoctrine is building the neural operating system for defence and space — the platform that lets a single mind command a swarm of machines, in real time. We're a small, fast-moving team turning a decade of peer-reviewed neuroscience into operational technology, and we're entering a major new phase of international growth. We are looking for a highly organised, proactive, and people-focused HR Assistant to join our Luxembourg team and help build the people operations infrastructure behind that growth. This is not a traditional administrative HR role. You'll have genuine ownership across recruitment, employee records, onboarding, HR administration, immigration, and day-to-day people operations, working across our growing international footprint. You'll work closely with leadership and external advisers to ensure our people processes are organised, compliant, and capable of scaling with the company. You'll coordinate recruitment from application through onboarding, maintain accurate employee records, support international mobility and visa processes, and help create the systems and culture that allow a high-performance team to move quickly. This is a ground-floor opportunity to join a frontier technology company at a pivotal moment in its growth.

Work Location: Luxembourg

Recruitment & Talent

• Coordinate recruitment processes from application through offer and onboarding.
• Manage candidate communication and interview scheduling end-to-end.
• Screen CVs against role requirements and coordinate first-stage interviews.
• Support structured behavioural interviews where appropriate.
• Coordinate references and background checks.
• Prepare offer documentation and employment paperwork.
• Maintain an organised candidate pipeline and recruitment tracker.
• Support recruitment events, university relationships, and international talent initiatives.

HR Operations

• Maintain accurate and confidential employee records.
• Prepare employment contracts, letters, personnel documents, and HR correspondence using company templates.
• Manage employee information through our People Performance & Culture (PPC) portal.
• Coordinate holidays, sickness absence, employee information, and other routine HR administration.
• Support monthly payroll processes and liaise with external payroll/accounting providers.
• Coordinate onboarding and offboarding processes.
• Maintain HR trackers, documentation, and internal processes.
• Ensure HR documentation is organised, current, and easily accessible.

International Mobility & Immigration

• Coordinate visa, work permit, and immigration processes for international employees.
• Prepare invitation letters and supporting documentation.
• Coordinate right-to-work and residency documentation.
• Liaise with external immigration counsel and local advisers on cases requiring specialist support.
• Maintain accurate records of immigration and permit requirements.

People & Culture

• Support employee engagement and internal people initiatives.
• Help organise team events, retreats, and company-wide activities.
• Support the development of HR policies, processes, and internal documentation.
• Help create a professional, welcoming, and high-performance employee experience as NeuroDoctrine scales.

General Operations

• Coordinate with external HR, legal, payroll, and recruitment partners.
• Support cross-border HR administration across our UK, US, Belgian, and Luxembourg operations.
• Handle sensitive information with absolute discretion.
• Identify administrative gaps and build better processes rather than simply working around them.

You are highly organised, discreet, and proactive. You take ownership and don't need to be chased to complete a task.

You are comfortable working in a fast-moving environment where priorities can change quickly and where processes are still being built. You have excellent attention to detail, strong judgement, and the confidence to deal professionally with employees, candidates, external advisers, and senior leadership.

You enjoy making things work.

Skills & Experience

• Previous experience in HR administration, people operations, recruitment coordination, or a similar role.
• Excellent organisational and time-management skills.
• Strong written and verbal communication.
• Exceptional attention to detail and confidentiality.
• Comfortable working with HR systems, Microsoft Office, and Google Workspace.
• Ability to manage multiple priorities independently.
• Comfortable working across international teams and time zones.
• Strong problem-solving skills and a bias towards action.
• Fluency in English is essential; French and/or Luxembourgish would be advantageous.
• Experience with Luxembourg employment administration or immigration processes is highly desirable.