Our client is a high profile, human-sized company in the service sector. Their offices are located in central Brussels and are therefore very accessible by public transport. They are currently recruiting a diligent individual to work alongside 2 Senior Executive Assistants.

 Purpose of the job:

To reinforce the existing team of Executive Assistants and to provide first class support to the General Manager.

Job description:

• diary management (using Outlook)
• organising meetings and business trips (mostly in Europe)
• organising business lunches
• organising the planning of the chauffeur
• filing, scanning, copying various documents
• preparing various files
• typing documents using Word
• handling incoming phone calls
• handling the incoming and outgoing mail
• having all sorts of contacts, both internal and external
• liaising with the other departments, forwarding them documents

Profile:

• The ideal candidate holds a Bachelor in Office Management or Languages
• Excellent level of French and English (spoken and written)
• You are perfectly presented (corporate presentation)
• You possess very good skills on MS Office
• You possess at least 3 years experience in a secretarial position, ideally acquired in professional services (management consulting, international law firms)
• You are extremely precise, rigorous, dynamic, organised, with a genuine eye for detail
• You are stress resistant and reliable
• You are resilient (the diary of the Director changes constantly and meetings need to be booked, cancelled, re-booked, etc.)
• You are a very good team player (as you will be working as part of team of 3) and have good interpersonal and communication skills
• You also are very diplomatic and discrete
• You are flexible (the Secretariat is open between 8.30 am and 7.00 pm so the 3 Assistants have to organise themselves in order to ensure this time schedule)

Offer:

• A permanent contract
• Starting date: as soon as possible!
• A very competitive salary and comprehensive benefits package including luncheon vouchers, a comprehensive health and group insurances, etc.
• Working hours: 37h30/week to be organised between 8.30 am and 7.00 pm together with the other Assistants. Some overtime, until 7.30 pm, will occur
• Location: the company is located in the heart of Brussels and is therefore very easily accessible by public transport
• The opportunity to work in a quality oriented, corporate environment in superb offices in the city centre of Brussels!
• This is the ideal opportunity for an ambitious individual seeking to gain experience as a high-level Assistant in one of the most prestigious environments in Brussels!

Our client specialises in the coordination and management of multidisciplinary science projects in support of policy makers and industry players.   They act as an expert consultative body for various stakeholders (regulatory organisations, policymakers, industry and NGOs).  They are currently recruiting an Administrative, Finance, and HR Coordinator for their small Brussels office which is centrally located.

PURPOSE OF THE ROLE

You will be in charge of the financial administration (accounting, financial control & reporting, budget follow-up), the financial reporting regarding EU-funded projects and the HR Administration (personnel contracts, preparation of payroll, …).  As the right hand of the Managing Director, you will be supporting him with the coordination of meetings, team activities and project-related administration.  You will also be involved in the day-to-day operations management, such as the optimisation & rationalisation of company policies and administrative procedures.

JOB DESCRIPTION

Financial Administration

• Handling the day-to-day financial procedures and bookkeeping activities including processing and booking invoices & other financial movements, payments to suppliers, staff expenses, bank statements
• Preparing & executing quarterly and annual financial closings
• Updating the internal accounting system
• Working closely with external accountant to support appropriate financial returns (e.g. VAT) to the Belgian authorities and to ensure accuracy on the annual accounts
• Responsible for the preparation of annual audit and any governmental/donor audits, being the primary contact point

Budget Management

• Budget preparation for funding applications, controlling and preparation of financial reports to funders in compliance with funders’ financial regulations
• Project management related to budget, time allocation, costs allocation; performing the monitoring of projects regarding resources and expenditures
• Monitoring income and expenditure flow, cash flow and future trends
• Preparation, management and implementation of the operating budget, including:
  • Preparation of annual budget and quarterly budget revision, including presentation of financial analysis on specific projects/programmes and indicators
  • Monitoring actual spent against budget on a monthly basis and monthly/quarterly reporting to the managing director and management team
• Ensuring consistence of financial flows with approved budgets and internal guidelines and policies

HR Administration

• Tracking whereabouts, holidays, sickness days, updating internal personnel register
• Uploading the above mentioned data via the payroll tool of the social secretariat
• Communicating additional personnel related information to social secretariat for payroll purposes
• Being involved in the recruitment of new staff and the preparation of personnel contracts
• Welcoming newcomers and assisting with the onboarding process
• Assisting with induction/onboarding and exit procedures
• Following-up on time registration documents

General Office and Operations Management

• Assisting the Managing Director with the organisation of meetings & team events and with the coordination of external projects
• Making travel arrangements (booking flights, trains, hotels) related to the participation of team members to meetings/workshops/conferences in Belgium and abroad
• Improving and developing new company procedures (e.g. travel policy, submission of timesheets, …), helping with the identification of more performing IT tools and databases for the organisation (e.g. accounting software), etc.
• Teaming up with the Managing Director, the Research Director and the Business & Contracts Director; participating in strategic decision-making processes related to the organisation and its projects/activities and future development

PROFILE

• Ideally a Bachelor or Master Degree in Commerce, Business Administration, Financial Management, Accounting, …
• Minimum 2-5 years of experience in financial administration, accounting, budget management; ideally within a similar organisation (research body, scientific consultancy, EU association, think tank, trade association, lobby group, …)
• Experience with the financial management of public funding, grants & subsidies (e.g. EU Horizon 2020) can be an asset
• Perfect knowledge of Dutch and English (oral and written). Other EU languages are an asset (French, Spanish, Italian, …).
• Good knowledge of MS Office (advanced Excel skills), online information management systems and accounting software
• Ability to communicate effectively with a wide range of partners, including members of the Management Team, staff, project partners, funders, service providers
• Strong planning, administrative, analytical and organisational skills (numerous deadlines to meet)
• High level of professionalism and attention to detail
• Strong coordination and project management skills
• Willingness to work in a small, multicultural team and to be a proactive and constructive team player
• Easy-going and flexible personality (small team) with very good adaptation skills

OFFER

• Permanent and full-time contract
• Competitive salary & extra-legal benefits package including: luncheon vouchers, Eco cheques, health insurance, bonus system, 35 holidays
• Starting date: asap
• Homeworking possibilities: 2 days/week
• The opportunity to enter a small but fast growing organisation; to work with a dedicated, friendly and multinational team in a sector which genuinely makes a difference (environmental protection & sustainable development)!
• The organisation also offers an in-depth onboarding/training programme which will help newcomers to assimilate step by step all aspects of the job.

Our client is a human-sized (25 staff) think tank located in Brussels (Trône/Arts-Loi area) and Berlin, dedicated to sustainable development. They act as an expert consultative body for the European Institutions, policymakers in EU Member States and neighbouring countries, the scientific community as well as private sector stakeholders and the civil society. Their team is a multi-national and dynamic group of dedicated individuals, focusing on a results-oriented and analytical work culture in a trustful and open-minded atmosphere. Their hierarchical structure is flat with a focus on collaboration between the teams and the individuals. For their Brussels office, they are currently looking for a sociable and  diligent HR & Office Manager.

PURPOSE OF THE ROLE

You will be the contact person for all HR and personnel-related matters. You will also be responsible for IT management and support in fundraising processes. You will also provide some PA support to the Executive Director.  You will report to the Head of Finance & Operations.

 JOB DESCRIPTION

Human Resources  (60% FTE)

Operational

• Ensure all necessary formalities and payroll procedures: staff folders management (contracts, amendments, etc.) for app. 25 staff, holidays and leave monitoring, payroll for Brussels and German staff, compensation and benefits, new employee on-boardings, etc.
• Support and coordinate hiring processes (job adverts, recruitment agencies, screening of applications, interviews, etc)
• Ensure all legal requirement for the organisation are fulfilled, including liaising with the social secretariat about comp & bens

Strategic

• Evaluate and constantly improve the organization’s human resource procedures and policies, including a focus on staff retention
• Develop, implement, and manage an effective staff training plan in close collaboration with team leads

Office Management (15% FTE)

• Assist in organizing team meetings, internal and external events logistics
• Act as a contact point for IT: liaise IT issues with the external service provider, manage and purchase of IT and office equipment, ensure all tools are functional and working conditions are good

Legal/Contractual and Fundraising (15 % FTE)

• Prepare contracts and grant agreements with Partners, support the review of consortium agreements, support the contract management process
• Ensure necessary legal documents are up to date for proposals submission: provide administrative support, coordinate with all team members, facilitate the final review process

Personal Assistant (10% FTE)

• Assist the Executive Director and Board members during Board meetings and General Assemblies, prepare all relevant documents, write the minutes and agendas
• Support the Executive Director with specific tasks and the organization of conference calls, meetings, and travels.

KNOWLEDGE & EXPERIENCE REQUIRED

• A Bachelor’s degree or equivalent in a relevant field such as HR, Social Law, or Business Administration
• Minimum 5-7 years’ experience in Human Resource management
• Knowledge of Belgian labour legislation
• Fluent French & English (C1/C2 in both languages). An operational level of German is a plus.
• Proficient in the use of standard office equipment and Microsoft Office software

SKILLS & COMPETENCIES

• Excellent interpersonal skills with proven communication and organisation skills, team spirit
• Capable and comfortable to work in a fast-moving environment
• Able to balance between strategic insight topics and hands-on tasks
• Able to perform under pressure and strong capacity to prioritize
• Self-starter, independent, with a can-do attitude
• Motivation to contribute to the organisation’s mission and organisational growth
• At ease in a varied function which encompasses HR, Office management, legal/contractual matters, and some administrative support

OFFER

• A permanent and full-time contract
• Starting date: as soon as possible!
• A salary in line with the non-for-profit sector
• A comprehensive benefits package including luncheon vouchers (€8,00), health and group insurances (fully paid by the employer), Europ Assistance insurance, cell phone communications reimbursement (up to € 50/month), homeworking allowance (€50/month), reimbursement of public transport (up to € 60/month), +/- 30 holiday days
• Working hours: 38h00/week, from 9.00 until 5.30 pm
• Homeworking schedule: 2,5 days of homeworking/week – after 6 months in the role, the possibility to work from abroad (10 days/year )
• Location: the offices are located in the Trône/Arts-Loi area and are therefore very easily accessible by public transport
• A challenging and inspiring role in a leading think tank recognised in Brussels and internationally, working on one of the most pressing topics of our time – climate change
• The chance to work, plan, develop initiatives, implement, and give guidance on a diverse range of topics
• A supportive work environment with highly cooperative teammates who are committed to fighting climate change and having fun in the process

Our client is one of the leading law firms in the Belgian market.  With a team of more than 200 lawyers and business professionals, they offer their clients top quality legal advice.   Their Brussels office is located in the vibrant heart of the city and is very accessible by public transport (train/metro/tram/bus). They are currently looking for a Client Administrator who will join their Corporate & Finance Team.

Purpose of the job

As a Client Administrator you are responsible for processing the firm’s required compliance, billing and administrative duties on client matters.   You play a central role between the business, the clients and the internal departments.  You coordinate the exchange of information and documentation related to legal matters between all parties involved.

Job description:

• Managing and administering the different parts to open and close client matters: from conflict checking, over billing, to qualitatively archiving client files when closed
• Matter/case opening: at client matter inception, liaising with the client/lawyers/Risk & Compliance department to ensure all activities and duties adhere to risk and compliance/KYC requirements; assisting with the preparation of engagement letters; etc.
• Matter/client management: keeping client & matter data up to date in the firm’s practice management systems; reporting on progress of the matter to internal stakeholders and to the client; filing of relevant documents when file is closed
• Billing & accounting assistance: preparation and management of billing together with the lawyers and the Finance department; keeping track of fees to record; preparing client invoices (formatting, saving, printing in coordination with billing team); following up of unpaid invoices in collaboration with Finance; etc.
• Providing a high-level customer service to clients and internal stakeholders at the firm in Brussels and in BeNeLux
• Collaborating and communicating efficiently with internal & external stakeholders, such as: clients, lawyers, finance & compliance colleagues, assistants from the Corporate & Finance practice group, etc.
• This is a creation of a role/department so the job content can gradually evolve over time. Once you are familiar with all duties, activities and procedures; initiatives to improve the efficiency or the quality of service will definitely be appreciated!
• You will be working closely together with 1 other Client Administrator, a very friendly & dedicated colleague.  You will be each other’s back-up in case of holidays/absences.

Profile:

• Excellent command of Dutch, French and English
• Ideally a relevant Bachelor’s Degree
• Ideally minimum 2 to 5 years of experience in a back-office/financial support/administrative role, ideally in the finance/banking sector or in professional services.  Knowledge of/previous experience with compliance procedures/KYC/etc. is obviously a big advantage.
• Computer literate: comfortable working with MS Office, different databases & CRM systems
• Excellent interpersonal and customer service skills to communicate & collaborate professionally with senior level lawyers, clients and staff
• Highly organised & punctual, able to set priorities and multitask assignments, excellent attention to detail
• Resourceful and positive attitude, ability to adapt to different situations and personalities and apply common sense
• Respect for confidentiality and discretion
• Trusted self-started who can work autonomously
• Ability to be proactive & solution oriented
• Ability to work efficiently in a diverse team

Offer:

• A permanent contract
• Starting date: as soon as possible!
• A competitive salary and comprehensive benefits package
• Possibilities to work from home during 2 days/week
• High-standard learning environment with room for initiative & personal growth
• This is a newly created position/department: you will be able to grow into the role and then work very autonomously, you will also be able to introduce some of your own ideas/suggestions
• The opportunity to work in a quality oriented, corporate environment in very nice offices in the centre of Brussels (easy access by train/metro/tram/bus!)
• Very nice team to work in!

 

 

 

Notre client est une fédération internationale dans le secteur financier dont le rôle est de représenter et de soutenir ses membres ainsi que de promouvoir leurs missions auprès des politiques et des institutions européennes. Leurs bureaux localisés près de Arts-Loi emploient +/- 10 personnes. Ils sont aujourd’hui à la recherche d’un(e) Assistante afin d’apporter un soutien à leur équipe.

Il s’agit d’une création de poste et de l’opportunité idéale pour un(e) jeune diplômé(e) !

Objectif du poste

Apporter un soutien à l’équipe au niveau de l’office management, des activités « marcom », des événements internes et externes et de l’organisation des réunions, en Belgique et ailleurs en Europe. Le(a) candidat(e) retenu(e) s’occupera également de la gestion quotidienne de l’agenda des managers ainsi que de ceux de l’équipe.

 Description de poste

Agenda et assistance administrative

• Gérer l’agenda de l’équipe
• Organiser les déplacements, les hébergements, ce incluant les itinéraires de voyage, les demandes de visas, etc. aussi bien en Europe que dans le monde entier
• Office management : s’assurer du bon fonctionnement du bureau, gérer les commandes, les contacts avec les fournisseurs, gestion du bâtiment

Événementiel

• Apporter un soutien au niveau logistique pour les réunions internes et externes : préparation des salles de réunion, de la réservation des équipements techniques requis, de la préparation des documents, de leur impression, de la réservation des repas/traiteurs, de la préparation des badges, etc.
• Assister lors des événements se déroulant en Belgique
• Participer à ces événements

Assistanat en communication

• En collaboration avec l’équipe Communication, apporter un soutien dans la gestion du site internet de la fédération et des plateformes en ligne utilisées, participer au développement des produits de la fédération (publications, présentations, vidéos, matériel promotionnel) et contribuer à la correction et à relecture des contenus, intervenir dans la relation avec les fournisseurs (imprimeurs, agences web, photographes, réalisateurs)
• Apporter un soutien dans la coordination et la production de la newsletter et de la communication ciblée
• Aider à développer l’image et la visibilité de la fédération, assurer sa présence en tant que marque, apporter un soutien à la stratégie marketing et aux activités de lobby de façon à attirer de nouveaux membres et de nouveaux partenaires, apporter un soutien dans la promotion des événements de la fédération et travailler avec les partenaires concernées par les événements

Profil

• Excellente communication orale et écrite en anglais (C2) et idéalement en français (C1)
• Très bonnes compétences informatiques (MS Office, CRM, gestion de site web, réseaux sociaux)
• Au moins 2 ans d’expérience similaire acquise dans un environnement proche
• Aisance dans un environnement international et multiculturel
• Bonnes compétences en communication, souci du détail, fiabilité
• Capacité à prendre des initiatives et à trouver des solutions aux problèmes qui se présentent à vous
• Capacité à travailler sous pression, à gérer des priorités conflictuelles, et à garder en permanence professionnalisme et sens du service
• Dynamisme, débrouillardise et flexibilité sont essentielles (petite équipe)
• Excellent esprit d’équipe, sens de la collaboration développé
• Partage des valeurs et des objectifs de l’Union Européenne

Offre

• Date de commencement : dès que possible
• Un contrat à durée indéterminée
• Un contrat à temps plein (37h30/semaine)
• Télétravail : 2 jours/semaine
• Un salaire de début de carrière assorti d’un package complet d’avantages extralégaux incluant tickets restaurant (€8,00), assurance groupe, plan de pension, assurance DKV complète (incluant assurances dentaire et ambulatoire), iPhone, +/- 30 jours de congés
• Une fonction motivante dans une fédération internationale influente et reconnue
• L’opportunité de travailler et de se développer dans un environnement international
• Une équipe dynamique et bienveillante
• Pour cette équipe, l’esprit d’initiative et la volonté de contribuer aux missions de la fédération sont essentielles et les responsabilités de l’Assistant(e) pourront se développer au cours du temps

 

Our client is an international federation in the financial sector representing the interests of its members towards the EU institutions. Their human-sized and multinational office (+/- 10 people) is located in the Arts-Loi area and is currently looking to recruit a diligent Assistant to reinforce their team.

This is a newly created position and ideal opportunity for a college leaver! 

Purpose of the role

To support the team and manage daily office management tasks.

To support colleagues in communication and marketing activities, as well as internal and external meeting and event organisation, both in Belgium and within Europe.

To support in the travel arrangements of the management and the team.

Job Description

 Calendar Management & Office assistance

• Assist in the management of the calendars for the team
• Arrange travel and accommodation for the Management team and other colleagues, including travel itineraries, visa applications, etc. in Europe and beyond
• Office management: ensuring the smooth running of the office, placing orders, liaising with suppliers, facilities management

Event Organisation

• Support in the logistical preparations for internal/external meetings: meeting room and technical equipment reservation, document preparation and printing; organisation of catering; preparation of badges etc.
• Onsite assistance with the above at events in Belgium
• Attend the events in Belgium

Communication assistance

• In collaboration with the Communications team, support in the management of the federation website, and associated on-line platforms, support in development of the products (publications, presentations, videos, promotional material) and contribute to their editing and proofreading as necessary, support in relationship with suppliers (print and web design agencies, photographers, filmmakers)
• Support in the coordination and production of newsletters and outreach communications
• Support in raising the profile of the organisation and ensuring strong brand presence; support in the marketing and outreach strategy to contribute to attracting new members and partners; support in ensuring promotion of the federation events and work with relevant event stakeholders

Profile

• Excellent written and verbal communication skills in both English (C2) and ideally French (C1)
• IT mindedness (MS Office, website management, CRM, social media)
• At least 2 years’ relevant work experience in a similar position and environment
• Cultural sensitivity and international mindedness
• Good general communication skills, attention to detail and reliability are essential
• Ability to take the initiative and find solutions to problems as they arise
• Ability to work under pressure, manage competing priorities, maintain a professional approach and genuine service mindedness
• Dynamism, hands on mentality and flexibility are essential (small team)
• Team mindedness and cooperative attitude
• A commitment to the values and goals of the European Union

Offer

• Starting date: A.S.A.P.
• A permanent contract
• Full time (37h30/week)
• Homeworking schedule: 2 days/week
• An entry level salary with a complete benefits package including luncheon vouchers (€8,00), group insurance, pensions plan, DKV (including ambulatory and dental insurance), reimbursement of public transport (€40,00/month), iPhone, +/- 30 holiday days (full time basis)
• A motivating and challenging role within an influential international trade association
• Opportunities to work and develop in an international environment
• The opportunity to join a dynamic and friendly team
• In this small team, the sense of initiative and the willingness to contribute are key, and responsibilities could evolve over time

Our client is a world leader in executive recruiting and management 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 located in the centre of Brussels and are therefore accessible by public transport.  They are currently recruiting a talented Executive Assistant who will support 2 Consultants.

Scope of the role:

Working both at national and at international level, the successful candidate will provide administrative, logistical & organisational support to the day-to-day activities of 2 Consultants who are active in various sectors (financial services, tech, consumer goods, health).

Tasks & responsibilities:

• Managing the consultants’ agendas: this will include client meetings, candidate interviews (both in Belgium and abroad), conference calls, videoconferences and internal meetings
• Contributing to, preparing, reviewing and distributing important confidential documents such as client proposals, role specifications, candidate reports, progress reports, references, etc.
• Following up and carefully keeping track of all ongoing assignments handled by the consultants; anticipating needs and actions; contributing to the quality and smooth running of each project
• Coordinating all practical details related to client, consultant and candidate arrangements such as meetings, travelling (domestic and international), lodging, etc.
• Maintaining excellent relationships with (worldwide) firm members, clients, prospects and candidates in order to achieve the highest level of customer service; acting as the “glue” between the internal team & the client as well as between internal teams/departments
• Updating the in-house candidate and client management database
• Preparing PowerPoint presentations for marketing and client purposes
• Following-up on project invoices and expense reports in collaboration with Finance Team
• Collaborating with other assistants on office/company-wide projects such as the organisation of events, the preparation and sending of mailings, the implementation of new tools and/or work procedures, etc.

Profile requirements:

• You have minimum 3-4 years of relevant working experience, previous experience in the service sector (e.g. legal, consultancy, financial services, Big 4, …) is a strong asset
• Excellent word processing (Microsoft Word) and proofreading skills
• Fluency in English and French (spoken and written) with a very good level in Dutch
• 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, a good level of stress-resistance and a demonstrated client-orientation

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: as soon as possible

Notre client est un leader international dans le domaine du conseil aux entreprises et plus précisément dans tout ce qui touche aux Ressources Humaines. Ils sont présents dans une cinquantaine de bureaux dans le monde. Leur bureau de Bruxelles est localisé dans le centre ville et est donc très accessible en transport en commun. Ils sont aujourd’hui à la recherche d’un(e) Assistant(e) de direction.

Objectif du poste :

Apporter un soutien administratif de premier ordre à 2 Consultants Seniors, et cela, aussi bien en l’assistant sur leurs activités nationales qu’internationales.

Les responsabilités de l’Assistant (e) de direction seront les suivantes :

• Gestion de l’agenda du Consultant: organisation de rendez-vous clients en Belgique et à l’étranger, organisation de rendez-vous téléphoniques, de vidéoconférences et de réunions internes
• Préparation et distribution de documents sensibles tels que des propositions commerciales, des rapports d’activité, etc.
• Préparation des présentations PowerPoint
• Suivi minutieux de tous les dossiers gérés par les Consultants
• Coordination de tous les aspects pratiques et logistiques liés aux clients et aux Consultants (organisation des déplacements, hébergements, réunions, etc.)
• Préparation des notes de frais mensuelles et suivi de la facturation clients
• Mise à jour des bases de données et systèmes internes
• Collaborer avec d’autres assistant(e)s sur des projets internes comme l’organisation d’évènements, l’implémentation d’un nouvel outil ou l’optimalisation des procédures de travail
• Et plus encore !

Profil recherché :

• Une expérience de 3 ans minimum en tant qu’Assistant(e) de direction auprès de Cadre(s) dirigeant(s) et dans un environnement international complexe
• De très bonnes compétences informatiques, en particulier sur Word. Excellentes capacités de relecture
• Anglais courant (oral et écrit) avec un très bon niveau en français et/ou néerlandais
• Excellentes compétences administratives, capacité à gérer des activités complexes et à gérer plusieurs tâches en parallèle
• Grand sens de l’organisation, précision et rigueur, capacité à gérer et respecter les priorités
• Très bonnes capacités de communication et cela avec tous niveaux d’interlocuteurs
• Grand sens de la discrétion et de la confidentialité, capacité à traiter des informations très sensibles et à gérer des contacts externes avec professionnalisme, tact et persistance
• Une personnalité positive, enjouée, équilibrée et mature. Une bonne capacité à gérer le stress et un grand sens du service client

Offre :

• Un contrat à durée indéterminée
• Horaires : temps plein avec un horaire flexible et la possibilité de travailler de la maison 2 jours/semaine
• Un salaire compétitif assorti d’avantages extra-légaux incluant tickets restaurant, assurances groupe et hospitalisation et bonus annuel
• L’opportunité de travailler dans un environnement stable et agréable, où un véritable esprit d’ouverture prévaut
• Date de commencement: dès que possible!

Notre client est un cabinet de consultance spécialisé en géopolitique. Ils conseillent des gouvernements et de grandes multinationales. Ils ont plusieurs bureaux en Europe dont un à Bruxelles (6 employés). Ils sont actuellement en période de croissance et sont à la recherche d’un(e) Assistant(e) de direction pour épauler le Directeur et l’équipe en place. Ils sont localisés à Woluwe et sont très facilement accessibles en transport en commun.

Il s’agit d’une création de poste.

Objectif du poste

Apporter un soutien au Directeur et à toute l’équipe. Le(la) titulaire du poste jouera un rôle clef au niveau des activités du bureau, en assurera son bon fonctionnement et veillera à en préserver l’esprit de coopération qui y règne.

Description de fonction :

• Apporter un support administratif au Directeur, ce-incluant la gestion de son agenda, l’organisation de ses réunions, de ses voyages (principalement en Europe). Les voyages représentent environ 50% de son temps
• Coordonner les appels avec l’équipe
• Planifier ses activités de façon proactive et avoir une bonne vision d’ensemble de son agenda
• Coordonner et organiser les visites clients, voyages et hébergements pour l’équipe
• Organiser les visites clients de l’équipe (face à face ou en ligne)
• Coordonner les activités avec l’Assistante du Président basée en Scandinavie
• Veiller au bon fonctionnement du bureau
• Veillez au maintien de la propreté et de l’ordre du bureau
• Être responsable pour la gestion des commandes diverses pour le bureau, négocier avec les fournisseurs, être leur personne de contact
• Être la personne responsable pour le futur déménagement de l’entreprise (date approximative : 2^ème moitié de 2023)
• Assister le secrétariat général en Scandinavie au niveau de la gestion financière (reçus des factures et la vérification des cartes de crédit de la société)
• Être en contact avec l’équipe basée en Scandinavie

 Profil :

• Vous avez au moins 2 à 4 ans d’expérience dans un rôle similaire, c’est-à-dire un rôle où vous avez apporté un soutien administratif à un ou plusieurs Directeur(s)(trices)
• Vous avez idéalement acquis cette expérience dans un environnement corporate tel que les affaires publiques, les cabinets de conseil ou les cabinets d’avocats
• Vous avez un excellent niveau d’anglais (C1/C2 – écrit et oral) et avez idéalement un très bon niveau de français
• Vous êtes à l’aise avec les outils informatiques et avez une bonne connaissance d’Outlook, de Word et des systèmes de visio-conférence (Teams, Zoom, etc.)
• Vous êtes extrêmement bien organisé(e) et pouvez gérer votre travail de façon complètement autonome
• Vous avez le sens du service clients et appréciez réellement d’apporter un soutien administratif
• Vous êtes positif(ve), êtes doté(e) d’un bon esprit pratique et d’un esprit d’entrepreneur (il s’agit d’une création de poste)
• Vous êtes proactif(ve) et savez anticiper les problèmes avant qu’ils ne surviennent
• Vous êtes capable de construire des relations harmonieuses à tous les niveaux de la société et également avec des partenaires extérieurs
• Vous êtes extrêmement discret(ète)

Offre :

• Un contrat à durée indéterminée
• Un contrat à temps plein
• Date de commencement : dès que possible !
• Un salaire compétitif assorti d’un package d’avantages extralégaux incluant des tickets restaurant (€8,00), une indemnité forfaitaire mensuelle (€ 125 net), un iPhone et abonnement GSM, un PC, un bonus discrétionnaire, 30+ jours de congés/an (la semaine de travail est de 38h00)
• Organisation du travail : le poste s’effectue en présentiel. Possibilité de télétravail à hauteur de quelques jours/mois
• Localisation : les locaux sont localisés à Woluwe et sont très accessibles en transport en commun (métro et tram)
• L’opportunité de travailler dans une société à taille humaine, avec une hiérarchie plate et une culture d’entreprise stimulante, portée par des valeurs justes
• Il s’agit d’une création de poste, il y aura donc l’opportunité de créer le rôle et de se développer à mesure que l’équipe s’accroît

Our client is a boutique International public affairs consultancy. They specialise in geopolitical counselling and their clients are governments and large global corporations. They have several offices in Europe including one in Brussels (6 staff). As part of their growth, they are today looking for an Executive Assistant to support the CEO and the team alike. Their offices are located in Woluwe and are very easily accessible by public transport.

This is a newly created position.

Purpose of the role:

To provide support to the CEO and to the entire team. The jobholder will play a key role in the business, ensuring the smooth running of the office and that the work environment remains co-operative and fun.

Job Description:

• proactively support the CEO, incl. diary management, meeting organization, travel arrangements (mostly in Europe). Business tips represent approx. 50% of his time
• co-ordinate his team calls
• proactively plan activities on his behalf and therefore oversee his calendar
• coordinate and book client meetings, travel, and accommodation for the team
• schedule client meetings for the team (either face to face or on-line)
• coordinate activities with the Chairman’s PA who is based in Scandinavia
• ensure the smooth running of the Brussels office on a day-to-day basis
• overseeing cleanliness and tidiness in the office
• responsible for office supplies, negotiating and liaising with suppliers
• organizing team events (social activities in the evening, company events, etc.)
• being responsible for coordinating the future office move (estimated date: second half of 2023)
• assist the Scandinavian secretariat with management of financial data such as invoicing receipts and checking expenses via company credit cards
• liaising with the team based in Northern Europe

Profile:

• You have at least 2-4 years of experience in a similar role, i.e., providing secretarial support to (a) busy Executive(s)
• You have ideally acquired this experience in a corporate environment such as public affairs, management consultancies, law firms, etc.
• You possess an excellent level of English (C1/C2 – written and spoken) and ideally have a very good level of French
• You are computer literate with a good knowledge of Outlook, Word, and Visio-conferences systems (Teams, Zoom, etc.)
• You are extremely well organized and can manage you work in full autonomy
• You are service minded and genuinely enjoy providing administrative support
• You have a positive, hands-on attitude and are a self-starter (this is a newly created role)
• You are proactive and a forward thinker who anticipates needs before they arise
• You are able to build successful relationships throughout the business at all levels as well as with external stakeholders
• You are extremely discrete

Offer:

• A permanent, full time employment contract
• Starting date: ASAP!
• A competitive salary with fringe benefits including luncheon vouchers (€8,00), monthly allowance (€ 125,00 net), iPhone and phone subscription, laptop, discretionary bonus, 30+ holiday days (the working week is 38h00)
• Homeworking possibilities: homeworking is possible (a few days/month) but there is no structural homeworking policy at company level
• Location: the company is located in Woluwe and is very easily accessible by public transport (metro and tram)
• The opportunity to work in a human-sized company with a flat hierarchy and a stimulating business culture with very nice values
• This is a newly created position so there will be the opportunity to set up the role and to grow with the team as the company develops