Our client is a financial holding located in Brussels (easy access with public transport).  They are currently recruiting a Personal Assistant who will be working for the managing director of this holding, a prominent entrepreneur who is also the founder and member of the board of several Belgian, French and international companies.

Purpose of the role

Assisting this entrepreneur/business executive on a daily basis in his private and professional activities; handling administrative tasks for the different companies he owns and has mandates in; coordinating business & private travel; agenda & meeting management; liaising with various internal & external stakeholders.  There is a large part of very confidential private matters to take care of in this role.

Job description

• Agenda and meeting management: scheduling professional (board meetings, …) and private appointments (doctors/medical, banks, lawyers, lunches, dinners, events, …), preparing the necessary documents for these meetings, doing the necessary follow-up afterwards
• Making complex, international travel arrangements (combination of business travel and private travel): organising flights/transits/VISAs, booking trains, ordering taxis, booking hotels, organising all related logistics & creating detailed itineraries.
• Making sure ID cards, VISAs and international passports are always valid (for boss + spouse)
• Handling a wide range of administrative tasks for the different companies the business executive owns and the ones he has mandates in
• Screening incoming mail and emails, forwarding emails to the appropriate person, answering some of them, following up on pending issues
• Checking incoming invoices, preparing intercompany invoices
• Collecting all relevant (financial) documents, invoices, expense notes, … for (personal) tax declaration purposes
• Coordinating all logistics for the different private residences of the executive and his family (in Belgium and abroad): handling the insurances, overseeing maintenance, repairs & renovations, liaising and negotiating with contractors & all sorts of service companies (asking for price quotes, negotiating fees, verifying terms & conditions/contracts, invoices), etc.
• Acting as a first point of contact for the banks: preparing & updating forms and documents, sending them signed copies back, following up on due/expiration dates, …
• Liaising with social secretariat, checking calculations and salary slips sent by social secretariat (e.g. for household personnel)
• Some office management related duties for the Brussels office
• Scanning, filing and archiving relevant documents
• Liaising with various internal & external parties (colleagues in Brussels and in other offices abroad, board members, banks, social secretariat, accountants, law firms, members of the family, business associates, …)

Profile

• The ideal candidate holds a relevant bachelor or master degree (Office Management, Languages, Communication, Management, Law, etc.)
• You are fluent in French and English (both spoken and written), some knowledge of Dutch could also be an asset
• Previous relevant experience of minimum 5 years assisting 1 or several top business executives, ideally in a role which also included the management of some aspects of the private life of  these executives
• Good IT skills (Word, Excel, Outlook, …), strong administrative skills and figure-mindedness
• Corporate presentation, courteous, dedicated with a positive attitude
• Genuinely service and quality minded and desire to be helpful and to offer a top-of the-range service
• Ability to interact at all levels, diplomatic skills, an extreme discretion is paramount
• Strong organisational skills, ability to prioritise
• Some resourcefulness and creativity, proactive attitude
• This is a small structure, therefore, a flexible mindset and a willingness to adjust are also important aptitudes

Offer

• A permanent and full-time contract
• Starting date: A.S.A.P.
• Competitive salary package (including a company car)
• Location: the offices are located in central Brussels and are therefore easily accessible by public transport. There are also parking possibilities.
• Working hours: most of the time regular office hours (Monday-Friday) with homeworking possibilities (2-3 days/week). In view of the frequent travels of the business executive and the management of numerous private matters, this role asks for some availability/flexibility outside normal office hours.
• The opportunity to be part of a small, friendly team and to work in a very high-level environment!

We are urgently seeking to recruit a Management/Executive Assistant for 1 of our clients situated in the city centre of Brussels.

Purpose of the role:  in collaboration with a colleague and under the supervision of a head of department coordinating the very busy schedule and activities/programmes of a prominent figure active in the Belgian political/diplomatic world.

Your tasks & responsibilities will include:

• Agenda management: planning & confirming appointments, keeping an eye on upcoming deadlines, proactively suggesting some dates already for meetings/activities which need to be scheduled in the next month(s), …)
• Making travel arrangements
• Preparing and organising internal and external meetings
• Preparing files prior to meetings/activities/events
• Coordinating internal and external events in close collaboration with your colleague and with other departments
• Email management (screening, anticipating issues, indicating priorities, checking with the Executive’s Advisor which invitations can receive a positive answer)
• Processing and following-up on incoming telephone calls, emails and correspondence
• Handling correspondence
• Archiving and filing all relevant documents (on paper + electronically)
• Handling translations (occasionally)
• Welcoming visitors (high-profile people from the Belgian & international business & political world), liaising with numerous internal and external parties

Profile:

• The ideal candidate has an excellent level in Dutch and French. 1 of the national languages needs to be perfect (oral + written), the other national languages needs to be very good orally.   A good working knowledge of English is also important.
• Ideally a Bachelor’s Degree (office management, languages, communication,…), but, candidates who are equivalent by experience, are more than welcome to apply for the position.
• You have at least 4 years of experience in a similar role (administration, management assistant, office management, etc.)
• You are computer literate: MS Office (especially good knowledge of Word and Outlook), CRM systems, databases, …
• You are polite, articulate, discrete & respectful and you possess strong interpersonal skills
• You work very accurately with a lot of care & order; you pay attention to the presentation of your work and to the smallest details
• You think before you act and you work thoroughly
• You have a proactive attitude, you are capable of foreseeing problems and suggesting alternative solutions
• You can work independently but you also function well within a team (in this role you will be working closely together with 1 direct colleague), you enjoy interacting with different people and departments
• You are flexible and resourceful
• You are calm and poised, you are open to constructive criticism
• You genuinely enjoy administrative tasks

Offer & practicalities:

• A permanent contract
• Starting date: ASAP!
• Location: offices are located in the city centre of Brussels close to the train station Bruxelles-Central/Brussel-Centraal
• A salary that will depend on the level of experience, luncheon vouchers, group insurance, reimbursement of transport cost
• A job with a lot of organisational tasks and high-level contacts
• Stable company
• Very nice, friendly and respectful working environment!

Our client is a high profile, human-sized company in the consulting sector. Their offices are located in central Brussels (Square de Meeûs) and are therefore very accessible by public transport. They are currently recruiting a diligent individual to work as part of their Investment Department and to assist several Partners and their team. The job holder will also team up with another 3 Assistants. This is a newly-created position.

Job description:

• providing support to Partners, Principals, and their team
• complex and time-consuming diary management (using Outlook)
• organising numerous meetings and business trips (mostly in Europe)
• participating in the organisation of several Committee Meetings/year, preparing board packs for the meetings
• handling the incoming and outgoing mail
• handling e-mails
• preparing expense reports
• handling incoming calls, filtering calls when appropriate, taking messages
• gathering and sending key information on various topics to multiple stakeholders
• having regular phone contacts with high-profile external partners
• varied administrative duties including filing, photocopying, etc.
• teaming up with 3 other Assistants, sharing information with them, backing up each other

Profile:

• The ideal candidate holds a Bachelor in Office Management or Languages
• You are fluent in English (C1/C2, written and spoken) and operational French (B2)
• You possess +/- 2 to 3 years’ experience in a similar role and in a similar environment
• You are extremely precise, rigorous, organised, with a genuine eye for detail
• You are computer literate and possess very good skills on Outlook
• You are a good team player (as you will be teaming up with other Assistants) and have good interpersonal, communication and diplomatic skills
• You are flexible in terms of working hours as you will be working in “shifts” with your colleagues
• You are extremely discrete
• You are energetic, stress resistant, sharp, proactive and enjoy working in a fast-paced environment

Offer:

• A permanent contract
• A full-time contract but a 4/5^th is also possible
• Starting date: end of 2025
• A very competitive salary and very comprehensive benefits package including: luncheon vouchers (€8,00), health insurance (including ambulatory and dental), group insurance, pension plan, full reimbursement of transport costs, a yearly discretionary bonus, 23 holiday days
• Working hours: the working week is 37h30 with 1 day of homeworking/week
• Working schedules: the secretariat is open from +/- 8.30 am until 6.00 pm so the 4 Assistants organise themselves to cover this schedule
• Location: the company is centrally located and is therefore easily accessible by public transport
• The opportunity to work in a quality oriented, corporate environment in superb offices in the city centre of Brussels and in a closely-knit and kind team of professionals!

Our client is a human-sized firm (+/- 20 staff) financial holding. They thrive on investing into a small number of businesses in order to fully engage with them and participate in their long-term development. To achieve this goal, they build ambitious and successful partnerships with the management teams of these organisations. They are located in the Louise area in Brussels. They are today looking to recruit a diligent Accountant who is seeking to onboard their exciting venture.

Purpose of the role

To handle daily accounting routine tasks, to prepare financial reporting, to handle salary-related follow up and to gradually be involved in company-wide projects. Reporting to the Finance Director.

Job Description:

General accounting  & cash management

• Maintenance of the chart of accounts
• Accounting of fixed assets
• Accounting of bank movements and reconciliation to the purchase and sales processes
• Accrual and accrual-reversal process
• Maintenance of the analytical dimension of the accounting (projects, nature of costs)
• Cash flow management of the entities, ensuring that the cash movements are monitored and that future cash needs are covered

Accounts payable

• Full creation of suppliers in the software (Adfinity)
• Matching of the invoices to the ordered items
• Control of the invoices for compliance with legal obligations
• Scanning of the invoices for archiving, approval and accounting
• Interaction with the team to get the approval of the invoices
• Controlling of expense note (completeness of the supporting document, potential tax treatment)
• Scanning of the expense notes/invoices for archiving, approval and accounting
• Handling annual 281.50 sheets
• Handling monthly VAT reporting obligations and the process of foreign VAT recovery
• Providing regular payment reporting to the National Bank of Belgium

Accounts receivables

• Gathering the data to establish sales invoices
• Booking the invoices
• Following up on the payments

Salary administration

• Handling the invoices received from the social secretariat
• Reconciling the invoices to the accounting instructions received
• Reviewing the accounting instructions received to detect errors
• Ensuring that the data processed by the social secretariat reconciles with the books on a yearly basis (reconciliation of the books to statement 325.10).

Financial Reporting

• Establishment of annual accounts on a statutory basis for all companies
• Preparation of the Monthly statutory statement of the companies, along with their analytical review for sharing with the CFO and the highest level of management
• Preparation of the Monthly consolidated statement of the companies, inclusive of an analytical review, for sharing with the CFO and the Senior Leadership Team
• Preparation of a Monthly report tracking the various project costs, split by project, alongside a variance analysis to budget
• Preparation of cash-flow statements with an ex-post and an ex-ante approach
• Helping the team with the review of the Fund’s quarterly reporting and booking done by the Fund’s administrator

Ad-hoc support of management companies of the members of the team

• Ensuring that all the documents are sent in time to the fiduciaries
• Ensuring that the fiduciaries have done their tasks on time
• Preparing sales invoices for Management Committees when they are the offset of the purchase of the structure

Profile:

• You hold a Bachelor in Accounting
• You have at least 3-5 years of experience acquired in a similar role
• You are fluent in French with a professional level of English (minimum B2)
• You have an excellent knowledge of Excel, including of the advanced functionalities (pivot tables, Vlook ups, etc.)
• You have an operational knowledge of an accounting package such as Adfinity or BOB
• You are extremely rigorous, precise with a strong eye for detail
• You are reliable and know how to meet deadlines
• You are autonomous, hands on and genuinely enjoy operational tasks while being able to handle a complex reporting and to see the big picture
• You are resourceful and proactive
• You are positive and team minded, with good interpersonal skills as you will be interacting closely with the whole Brussels team 

Offer:

• A permanent, full time or 4/5^th (80%) employment contract
• Starting date: ASAP!
• A competitive salary with fringe benefits including a company car or mobility plan, luncheon vouchers (€8,00), homeworking allowance (€134 net/month), reimbursement of home internet, group and health insurances, 26 holiday days (+ several days between Christmas & New Year), Homeworking schedule (up to 3 days/week), discretionary and company bonuses, cell phone, laptop, yearly teambuilding activities abroad
• Location: the company is located in the Louise area and is therefore reachable by public transport
• The opportunity to work in a fast paced, human-sized company with a flat hierarchy and a stimulating business culture!

Our client is a world leader in executive search and leadership consulting. They have more than 60 offices around the globe.  The Brussels office (+/- 30 people) was opened several decades ago and covers both Belgium and Luxembourg. Their exclusive offices are quite centrally located in Brussels and are therefore accessible by public transport.  They are currently recruiting a Business/Research Analyst.

Scope of the role:

Working both at national and international level, the successful candidate will play a crucial role in supporting the firm’s executive search and leadership consulting services.  As part of a team of 7, he/she/they will be assisting and supporting consultants working on mandates with clients.

Tasks & responsibilities:

• Collecting, analysing, and interpreting data related to clients’ needs, market trends, and industry benchmarks.
• Conducting thorough research on potential candidates, industry developments, and organisational structures. This may include qualitative and quantitative research to identify talent pools and assess market dynamics. Using tools such as the firm’s database, LinkedIn & other platforms, press articles, online business and research directories, etc.
• Collaborating with consultants and clients to understand specific requirements and objectives. The Business/Research Analyst helps to translate client needs into actionable plans and strategies.
• Preparing detailed reports and presentations that summarise findings, insights, and recommendations. This includes visualising data in a way that is easily digestible for stakeholders.
• Project support: assisting in the management of projects from inception to completion, ensuring that timelines are met and deliverables are of high quality. This also includes the preparation of pitch documents & job descriptions and some database management.
• Liaising and coordinating with various teams and stakeholders firmwide.
• And more!

Profile requirements:

• Ideally a relevant master’s degree
• You possess ideally 3-4 years of relevant working experience, previous experience in the service sector (e.g. legal, consultancy, financial services, recruitment, Big 4, …) is a strong asset.
• Excellent word processing (Microsoft Word) and proofreading skills
• Fluency in English (spoken and written) with a very good level in Dutch or French.
• Top-notch administrative skills, comfort in handling complex follow-up activities and juggling multiple tasks in parallel
• Superior sense of organisation, accuracy and rigour – a demonstrated ability to set priorities
• Strong communication skills and a talent for interacting with stakeholders of all levels
• A high sense of discretion and confidentiality, treating sensitive information appropriately and handling external contacts with professionalism, tact and persistency
• A pleasant, well-rounded and mature personality with a positive attitude and a good team spirit

Offer:

• Permanent and full-time contract
• Flexible working schedule + possibility to work from home during 2 days/week
• A competitive salary with a good package including luncheon vouchers, group and health insurance, annual bonus
• The opportunity to work in a very stable, professional and pleasant environment where open-mindedness and good atmosphere prevail
• Starting date: to be discussed

Our client is a high profile, human-sized company in the consulting sector. Their offices are located in central Brussels (Square de Meeûs) and are therefore very accessible by public transport. They are currently recruiting a diligent individual to work as part of their Investment Department and to assist several Partners and their team. The job holder will also team up with another 3 Assistants. This is a newly-created position.

Job description

• providing support to Partners, Principals, and their team
• complex and time-consuming diary management (using Outlook)
• organising numerous meetings and business trips (mostly in Europe)
• participating in the organisation of several Committee Meetings/year, preparing board packs for the meetings
• handling the incoming and outgoing mail
• handling e-mails
• preparing expense reports
• handling incoming calls, filtering calls when appropriate, taking messages
• gathering and sending key information on various topics to multiple stakeholders
• having regular phone contacts with high-profile external partners
• varied administrative duties including filing, photocopying, etc.
• teaming up with 3 other Assistants, sharing information with them, backing up each other

Profile

• The ideal candidate holds a Bachelor in Office Management or Languages
• You are fluent in English (C1/C2, written and spoken) and operational French (B2)
• You possess +/- 2 to 3 years’ experience in a similar role and in a similar environment
• You are extremely precise, rigorous, organised, with a genuine eye for detail
• You are computer literate and possess very good skills on Outlook
• You are a good team player (as you will be teaming up with other Assistants) and have good interpersonal, communication and diplomatic skills
• You are flexible in terms of working hours as you will be working in “shifts” with your colleagues
• You are extremely discrete
• You are energetic, stress resistant, sharp, proactive and enjoy working in a fast-paced environment

Offer

• A permanent contract
• A full-time contract but a 4/5^th is also possible
• Starting date: end of 2025
• A very competitive salary and very comprehensive benefits package including: luncheon vouchers (€8,00), health insurance (including ambulatory and dental), group insurance, pension plan, full reimbursement of transport costs, a yearly discretionary bonus, 23 holiday days
• Working hours: the working week is 37h30 with 1 day of homeworking/week
• Working schedules: the secretariat is open from +/- 8.30 am until 6.00 pm so the 4 Assistants organise themselves to cover this schedule
• Location: the company is centrally located and is therefore easily accessible by public transport
• The opportunity to work in a quality oriented, corporate environment in superb offices in the city centre of Brussels and in a closely-knit and kind team of professionals!

Our client is an international federation representing the interests of its members towards the EU institutions. Their human-sized and multinational office (+/- 12 people) is located in the Arts-Loi area and is currently looking to recruit a Project Officer on a permanent contract basis. This is a newly created position, due to a drastic increase in their activities.

Purpose of the role

Key responsibilities for this position will include project management support for the organisation’s  EU-funded projects.

Job Description

• Supporting the preparation of EU project proposals and their submission, developing proposal narratives and budgets, completing the application forms and interpreting the regulations of the granting agencies
• Managing successful proposals and providing support for the administration of research grants, including funding allocation, monitoring research expenditures and producing financial statements and reports
• Collecting and analysing information, documentation and data
• Drafting reports, deliverables (related to management and dissemination), minutes, presentations and other communication material
• Supporting the EU project management team in liaising with the project consortiums and other key stakeholders
• Monitoring the progress, milestones and deliverables of the projects – making sure that deadlines are met
• Organising international events and working group meetings
• Attending and reporting on project meetings and relevant workshops
• Supporting the preparation, management and updating of the projects’ websites, databases and mailing lists
• Active contribution to other day-to-day operations of the projects

Profile

• University Degree, preferably Master’s level in a relevant field of expertise (Business Administration, Law/EU studies, Economics, Finance)
• 3 years of relevant work experience
• Knowledge of Horizon Europe & LIFE projects is a strong asset, and so is an experience on collaborative projects and working with various stakeholders
• Knowledge of general accounting, cost controlling and financial reporting principles
• Knowledge of EU funding programmes and procedures is desired
• Knowledge of/strong interest in EU policies
• Excellent written and verbal communication skills in English; fluency in other EU languages is an asset
• Strong organisational skills and attention to detail
• Ability to work under pressure, manage competing priorities and take the initiative to meet deadlines
• A commitment to the values and goals of the European Union

Offer 

• Starting date: ASAP!
• A permanent and full-time contract
• A competitive salary with a complete benefits package (luncheon vouchers, group insurance, DKV (including ambulatory and dental insurance), 24 holiday days
• Homeworking schedule: 1 or 2 days per week
• A motivating and challenging role within an influential international trade association
• Opportunities to work and develop in an international environment.
• A human-sized and dynamic team