Job description:

Project Administration (50% of time)

• Responsible for the administrative work of the project management teams
• Diary management, organising project meetings
• Handling the coordination with projects’ participants: i.e. academics who complete projects, sponsoring corporate members, regulators, and other stakeholders, including EU and national policy makers
• Preparing, editing and filing project documents, contracts, etc.
• Organising project meetings, booking dates, liaising with participants and speakers, etc.

Database management

• Maintaining a clean and updated stakeholder database: inputting new members, staff, contacts, updating addresses and contacts details, etc.
• Liaising with other secretariat colleagues and academic staff for the updating of the database

Other general management

• Assisting in various administration tasks
• Assistance in organisation of (online, hybrid and physical) high-profile, private and public events (incl. liaising with speakers and participants, registration, logistics, etc.)

Profile:

• The ideal candidate holds a relevant bachelor (Office Management, Languages, Communication, etc.)
•  You are perfectly fluent In English orally and in writing (C1 minimum). A knowledge of another EU language is an asset
• You have at least 3 years’ experience in a similar role
• You master the MS Office suite, visio-conference systems and have experience working with a CRM
• You have very good communication and interpersonal skills and a proven ability to deal with a wide variety of stakeholders, often at senior level
• You have a strong eye for detail and very good organisational, time management and solution-seeking skills
• You are dynamic, structured, flexible, reliable and stress resistant
• You are a team player who enjoys working as part of a small team
• You can work independently as well as cross functionally
• You are fast thinking and can see the big picture
• You apply common sense and seek to offer the best possible service
• You are genuinely internationally minded and enjoy working with people from different cultures

Offer:

• A permanent and full-time contract
• Starting date: A.S.A.P.
• A competitive salary and comprehensive benefits package including luncheon vouchers, health insurance, etc.
• Working hours: 38h00/week
• A unique opportunity in a quality oriented and intellectually stimulating environment in very nice offices!

Notre client est un groupe qui offre des services et des solutions pour l’ingénierie des processus industriels. Bien qu’ils emploient plus de 14.000 personnes dans le monde, ils ont su garder un esprit familial et leurs équipes travaillent de façon soudée. Leurs bureaux de Bruxelles sont localisés à Evere et comptent 85 personnes. Ils sont à la recherche d’un(e) nouveau(elle) collaborateur(trice) pour intégrer leur département Service (équipe de +/- 30 personnes).

Objectif du poste :

En tant qu’Assistant(e) du département Service, vous apportez un soutien administratif et logistique au département Service et à leurs clients. Vous offrez un service de très haut niveau afin d’assurer une satisfaction client optimale (que ce soient les clients internes ou externes). Vous travaillez étroitement avec une Assistante commerciale, avec les coordinateurs du département Service, avec les Ingénieurs, les techniciens et le Responsable d’atelier

Description de fonction :

• Vérifier les rapports de maintenance et d’inspection préparés par les ingénieurs à l’issue de leurs interventions techniques chez les clients (vérifier que les rapports ne contiennent pas d’anomalies au niveau des informations techniques ou des prix indiqués, etc.), envoyer les rapports vérifiés aux clients et les archiver à l’issue de la procédure
• Vérifier et approuver les certificats techniques (par exemple, les certificats de calibration), les envoyer aux clients et les archiver ensuite
• Concernant les projets de plus grande envergure, gérer les résumés des rapports
• En cas de coûts supplémentaires devant être ajoutés aux factures clients, être en contact avec le service de terrain, l’Assistante commerciale et l’atelier
• Gérer les équipements de mesure et les standards de calibration
• Faire le suivi des échéances de re-calibration, des informations envoyées aux laboratoires, vérifier les certificats reçus, vérifier le statut et la localisation de la procédure en cours afin d’éviter les disruptions de service
• Gérer les applications de « Mobile Time Accounting » (résolution des problématiques)
• Créer et mettre à jour les rapports et KPIs
• Tâches administratives générales : gestion des e-mails (qui arrivent dans la boîte mail du département), gestion des appels téléphoniques, requête d’information auprès des clients, leur envoyer les documents pertinents, etc.
• Etre le back up de collègues quand nécessaire (Assistante commerciale ou collègues du service « terrain »)

Profil :

• Vous avez une première expérience dans un département service clients, SAV, commercial ou finance. Une expérience précédente dans un bureau d’étude est aussi pertinente
• Vous avez une excellente connaissance du néerlandais et du français et une bonne connaissance de l’anglais
• Vous maîtrisez les outils bureautiques et connaissez SAP ou un autre CRM
• Vous aimez veiller au bon fonctionnement du processus « Service »
• Vous êtes précis(e) et avez le souci du détail
• Vous êtes analytique et à l’aise avec les chiffres, un intérêt pour les sujets scientifiques est un plus
• Vous pouvez aisément passer d’une tâche à l’autre et vous savez rester motivé(e) même lorsque vous êtes soumis(e) au stress
• Vous aimez participer à l’amélioration des procédures pour en augmenter l’efficacité
• Vous êtes orienté(e) clients et vous aimez solutionner les problèmes
• Vous savez travailler dans l’urgence
• Vous aimez faire partie d’une équipe mais appréciez de pouvoir faire preuve d’initiative

Offre :

• Un contrat à plein temps et à durée indéterminée
• Date de commencement : dès que possible
• Un salaire compétitif assorti d’un package complet incluant des chèques repas (€ 8,00), des Eco-chèques, des assurances groupe et hospitalisation, possibilité de leasing de voiture/vélo électrique avantageux, un bonus discrétionnaire, le remboursement à 100% des frais de transport et 32 jours de congés annuels
• Horaires de travail : 40h00/semaine, 1 jour de télétravail/semaine
• Localisation : les bureaux sont basés à Evere et sont accessibles en transport en commun et en voiture. Place de parking à disposition
• L’opportunité de travailler dans un environnement à la fois très professionnel et humain, et qui promeut un bon équilibre vie privée-vie professionnelle !

Our client is a global provider of services and solutions for industrial process engineering. Although they employ over 14.000 employees worldwide, they have remained a family company which promotes a close-knit atmosphere between the teams. Their Brussels offices are located in Evere and gather 85 employees.  They are today looking to recruit a diligent individual for their Service Department (+/- 30 people).

Purpose of the role:

As a Service Assistant, you will be providing administrative and logistical support to the Service Department, their customers and to deliver a first-class level of service to ensure maximum customer satisfaction and efficiency for both external and internal customers.  You will be working closely with the other Sales Assistant, the Service Coordinators, the Field Service Engineers, the Technicians and the Workshop Manager.

 Job description:

• Verifying maintenance/inspection reports created by engineers after their technical interventions at clients (checking the reports for obvious anomalies in the technical values or the applied fees, etc.), sending the confirmed reports to clients and archiving them afterwards
• Checking and approving technical certificates (e.g. calibration certificates), sending them to clients and archiving them afterwards
• In case of larger projects, managing summary reports
• Liaising with Field Service, Sales Assistant and Workshop in case of extra cost to be added to the client invoice
• Managing measuring equipment’s and calibration standards
• Following-up on re-calibration due dates & sent out to calibration laboratories, verifying received certificates, checking status and location of process to avoid service disturbance
• Managing the Mobile Time Accounting applications (resolving possible issues)
• Creating or editing Service KPI and reports
• General administrative duties: handling emails (arriving in the Service Team mailbox), handling telephone calls, requesting information from customers & sending them relevant documents, etc.
• Back-up for colleagues if and when needed (e.g. for the Sales Assistant or for the Field Service colleagues)

Profile

• You ideally already have a first experience in a customer service/after-sales/commercial or finance department. Previous working experience in an engineering office could also be interesting.
• You have an excellent knowledge of Dutch and French and a working knowledge of English
• You are computer literate and have experience in working with SAP or with a similar ERP system
• You enjoy making sure that the entire service process runs smoothly and is successful
• You are accurate and pay attention to details
• You are analytical and figure oriented, a scientific interest can be an added value
• You can switch easily between the different assignments and you stay motivated under pressure
• You like to think about how things can be done even more efficiently and better
• You are customer oriented and you like solving problems
• You have a sense of urgency when handling issues
• You enjoy being part of a team but you also have the drive to work on your own initiative

Offer:

• A permanent and full-time contract
• Starting date: asap!
• A competitive salary and comprehensive benefits package including luncheon vouchers (€8,00), Eco-vouchers, health and group insurances, possibility to have an advantageous company car or electrical bike leasing, a yearly bonus, 100% reimbursement of transport costs, 32 holiday days
• Working hours: 40h/week, 1 day of homeworking per week
• Location: the offices are located in Schaerbeek/Evere and are easily accessible by public transport and by car. Parking possibilities
• The opportunity to work in a professional and human environment, which promotes a good work-life balance!

Notre client est un « shared service centre » pour un acteur majeur dans le secteur de la distribution. Leurs bureaux, à taille humaine, rassemblent +/- 35 personnes et est localisé près de la station Trône (1000 Bruxelles). Ils sont aujourd’hui à la recherche d’un(e) Office Manager

Objectif du poste :

En tant qu’Office Manager, votre rôle sera d’assister le Directeur Général au niveau de la gestion de son agenda et de ses contacts ; il s’agira aussi de gérer l’administration des Ressources Humaines, de veiller au bon fonctionnement quotidien du bureau et de s’attacher à créer un environnement de travail optimal pour les équipes.

Description de fonction :

• Assister le Directeur Général : gestion de son agenda, filtrage de ses appels téléphoniques et gestion de ses e-mails
• Gestion de la partie administrative des Ressources Humaines :
  • Enregistrer les congés, absences, maladies, etc. dans l’interface du secrétariat social
  • Apporter un soutien aux processus de recrutement : préparer les annonces, être le point de contact pour les agences, etc.
  • Préparation de l’arrivée/départs des collaborateurs (leur partager informations nécessaires, transmission des informations au secrétariat social à l’arrivée et au départ, s’assurer qu’ils obtiennent tous les équipements nécessaires à leur arrivée et qu’ils les restituent à leur départ)
  • Gestion de la flotte de véhicules de société (+/- 7 voitures)
• Gestion des contrats des fournisseurs et des partenaires externes (sociétés d’assurance, etc.)
• Achats de fournitures de bureaux, gestion du stock
• Gestion des factures entrantes, les inclure dans le processus comptable
• Gestion du bâtiment : être en contact avec le Building Manager, s’assurer que les locaux soient parfaitement opérationnels, s’assurer que les réparations nécessaires soient faites, répondre à toutes les questions des équipes en ce qui concerne les locaux
• Préparation de documents et de présentations, prise de note durant les réunions (1 à 2 fois/mois), mise à jour des listes de mailing, etc.
• Coordination et organisation de réunions & d’évènements formels et informels (séminaires, fêtes de fin d’année, ateliers, etc.)
• Gestion de toute la communication interne : mesures sanitaires anti-Covid, grèves des transports, conditions météo extrêmes, jours de fermeture des bureaux, travaux de voiries et sommet européens ayant un impact sur l’accessibilité des bureaux, etc.
• Assistance au niveau de l’organisation des voyages et d’autres tâches administratives pour l’équipe
• Et plus encore !

Profil

• Vous avez déjà au moins 3 à 5 ans d’expérience dans un rôle similaire (assistant(e) d’équipe, de bureau, office manager, assistant(e) de direction)
• Vous êtes parfaitement bilingue en français (écrit et oral) et vous avez une connaissance professionnelle de l’anglais
• Vous maîtrisez MS Office (Outlook, Word, Excel et PowerPoint) et vous êtes à l’aise sur d’autres outils IT et bases de données
• Vous êtes organisé(e) et possédez de très bonnes compétences administratives et organisationnelles
• Vous êtes proactif(ve), êtes une personne de terrain, et êtes orienté(e) service et solution
• Vous avez une excellente capacité à gérer votre temps, à établir les priorités et à travailler de façon structurée. Vous pouvez vous adapter à des circonstances changeantes
• Vous êtes multitâches et pouvez travailler avec très peu de supervision. Vous restez calme et concentré(e) lorsque vous êtes confronté(e) à des délais serrés et/ou à des priorités divergentes
• Vous êtes créatif(ve), avez de la ressource et vous appréciez le fait de pouvoir apprendre en continu et d’être force de proposition
• Vous avez un excellent esprit d’équipe, et appréciez le fait de travailler au sein d’une équipe internationale et très diverse

Offre :

• Un contrat à temps plein et à durée indéterminée
• Date de commencement : dès que possible !
• Un salaire compétitif et un package complet incluant des chèques repas, des Eco-chèques, une assurance groupe et hospitalisation, un GSM, un bonus discrétionnaire, 30 jours de congés annuels, 1 jour de télétravail/semaine
• Localisation : les bureaux sont localisés à 1000 Bruxelles (Trône) et sont accessibles en métro, tram ou bus
• Un poste plein de défi qui vous offrira la possibilité de contribuer au succès de la société et au bien-être de ses équipes !

Our client is a shared service center for a major player in the food retail sector.  Their human-sized office gathers +/- 35 staff and is located near Trône/Troon (1000 Brussels).  They are today looking to recruit a diligent Office Manager.

Purpose of the role:

As an Office Manager, your role is to assist the Managing Director with agenda & contacts management; to handle the HR Administration; to ensure the smooth running of the office on a day-to-day basis and to create a great working environment for your colleagues.

Job description:

• assisting the Managing Director: agenda management, filtering incoming telephone calls, handling emails, etc.
• HR administration:
  • Registering holidays, sickness days, absences and entering all data onto the platform of the social secretariat
  • Supporting the recruitment process: advertising jobs, being the point of contact for agencies, etc.
  • Handling all administration related to new starters, assisting with the onboarding process; handling the necessary administration in coordination with the social secretariat when people leave the company (making sure they return all office material, receive all necessary documents, etc.)
  • Managing the car fleet (+/- 7 cars)
• managing contract and price negotiations with office vendors, insurances and service providers
• ordering new office supplies and managing stocks
• checking incoming invoices related to the office suppliers and processing for accounting purposes
• building & office maintenance: liaising with the building manager, maintaining the office condition and arranging necessary repairs, addressing all queries regarding office management issues
• preparing documents and presentations, taking minutes during meetings (once of twice/month),updating mailing lists, etc.
• coordinating & organising formal and informal events such as parties, celebrations, seminars, workshops and meetings (including catering)
• responsible for all office-related communication (e.g. Covid safety guidelines & updates, transport strikes, extreme weather, office closing days, road works/EU summits impacting the office accessibility, etc.)
• assisting with travel arrangements & other administrative tasks for the team
• and much more!

Profile

• You have already gained at least 3-5 years of experience in a similar role (Office Assistant, Office Coordinator or Manager, Management Assistant)
• You are perfectly fluent in French (both written and spoken) and you have a good working knowledge of English
• You are proficient in MS Office (Outlook, Word, Excel and PowerPoint) and you feel comfortable working with other IT tools & databases
• You have strong organisational, administrative and interpersonal skills
• You have a proactive & hands-on attitude and you are very service & solution oriented
• You possess excellent time-management skills which allow you to efficiently structure and prioritise your work, you can adjust easily to changing circumstances
• You have the ability to multitask and to work with minimum day-to-day supervision, you stay calm and cool headed when confronted with multiple priorities and/or strict deadlines
• You are a creative & resourceful person keen on continuously learning and able to suggest improvements /optimisations
• You are an excellent team player, eager to work collaboratively in a diverse team

Offer:

• A permanent and full-time contract
• Starting date: asap!
• A competitive salary and comprehensive benefits package including luncheon vouchers, Ecocheques, health and group insurance, mobile phone, discretionary bonus, 30 holidays, homeworking during 1 day/week
• Location: the offices are located in 1000 Brussels (near Trône/Troon) and are accessible by train, metro or bus
• Challenging role which offers the opportunity to really contribute positively to the success of the organisation and the wellbeing of the employees!

Our client is an international association in the field of medical research. They coordinate clinical trials worldwide in partnership with their 50+ member organisations. Their Brussels office gathers +/- 30 staff and is located in Woluwe-Saint-Lambert. They are today looking for a diligent Philanthropy Communications Manager.

Purpose of the role

The Philanthropy unit is dedicated to raising funds for academic research.  As a Philanthropy Communications Manager, you will provide the HQ with leadership with regard to philanthropy related communications; determine the communications strategies for various events, campaigns and other philanthropy activities; and you will develop and implement them in consultation with other team members, including the communications team.

Job description

• Developing and implementing the annual philanthropy communications strategy, in close collaboration with both philanthropy and communication team members (planning of events and PR & press campaigns, etc.)
• Using the latest communications technologies to develop and write creative philanthropy focussed content and materials to ensure that philanthropy team members, Ambassadors, staff and leadership have the tools necessary to communicate about the organisation’s fundraising needs (e.g., corporate packages for sponsorships & partnerships, direct mailing & emailing campaigns, newsletters, brochures, website donor pages, social media content, Annual Report, etc.)
• Preparing and developing communications strategy and tools for philanthropic events in collaboration with the Events Manager (e.g., annual Gala, corporate events, etc.)
• Planning, preparing, or supervising the preparation and dissemination of electronic and print communications, and overseeing work of freelancers / vendors (e.g., for graphics) needed for specific projects
• Developing strategies, using, and helping to maintain the digital peer-to-peer and donation platforms
• Participating in philanthropy related press and public relation campaigns and events, e.g., drafts press releases, manages media lists and contact databases; conducting media monitoring using related tools
• Contributes to the promotion and achievement of a consistent style and messaging across internal and external communications
• Performing a variety of general and specific administrative functions (e.g., using the CRM database) as well as other duties as assigned
• Keeping up with philanthropy-related communication/PR trends and making proposals to fine-tune the organisation’s strategy and tactics whenever needed

Profile requirements

• Master’s degree (ideally in Communications, Marketing, Public Relations, …)
• A relevant professional experience of minimum 5 years in a similar communications role in in a non-profit/philanthropic environment or in a Corporate Social Responsibility department
• Fluent written and spoken English, French and Dutch
• Extensive knowledge and experience using digital tools such as fundraising platforms, social media planning, media monitoring, websites (WordPress) and emailing campaigns
• Comfortable using or eager to learn the latest communications technologies to make creative graphics, podcasts, videos, social media graphics, brochures, PowerPoint templates, etc. Able to use Canva, Photoshop or InDesign, amongst others.
• Ability to multi-task in a fast-paced environment and re-prioritize as needed
• Team player, positive and flexible attitude
• Integer person with strong business ethics
• Creative, proactive and resourceful personality

Offer

• A permanent and full-time contract
• Starting date: as soon as possible!
• A competitive salary and comprehensive benefits package including luncheon vouchers, Eco vouchers, health insurance, pension scheme, full reimbursement of public transport costs, cell phone, laptop, parking facilities, homeworking possibilities, 26 holidays/year
• Working hours: 38h/week, some flexibility will be required in order to attend events in the evenings or during weekends (but overtime will be recuperated)
• Location: the offices are located in Woluwe-Saint-Lambert
• A stimulating working environment in an organisation which genuinely makes a difference!
• The opportunity to contribute to innovative, practice-changing medical research!

Our client is an international company specialized in medical devices.  For their human-sized office in Diegem (+/- 10 people), they are currently recruiting a Customer and Logistics Assistant.

Purpose of the role:

 Performing general customer service functions and assisting the Logistics Department with daily purchase orders expeditions & with inventory management.  Taking care of some general office management and administrative duties as well.  Working independently, with general supervision, and working as part of a small team (+/- 10 people).

Tasks & responsibilities:

Customer service

• Setting up new/editing existing customer information in system
• Keeping record of shipping costs per customer (cf. terms & conditions)
• Updating price information in system
• Answering/solving queries of customers (regarding orders, deliveries, invoices, etc.)
• Liaising with colleagues in the US regarding potential invoice related questions and issues
• Managing the insurance contracts, adding the necessary info in the database
• Being the primary contact for incoming calls

Logistics service

• Receiving and analysing customer orders
• Preparing orders for transport (including UPS labels)
• Preparing all necessary shipping & customs related documents
• Keeping clients informed by email about the status of their order
• Coordinating returns: sending loaners to clients in collaboration with Technical Service, liaising with repair company in US regarding defective machines/equipment, updating Salesforce, keeping customers informed regarding repair process, …

Inventory assistance

• Tracking the movement of the products
• Preparing inventory physical count spreadsheets and emailing them to US accounting team on the last day of each month
• Ensuring all shipments have been posted and invoiced out of Belgium
• Reconciling physical count of inventory in Belgium to shipments/invoices posted through accounting software
• Preparing inventory adjustments/transfers
• Assisting the team with inventory reconciliation

Office management

• Ordering office furniture & equipment, kitchen & general office supplies
• Handling various vendor contracts (office plants, Nespresso, etc.)
• Liaising with building owner regarding building/technical/office environment related issues

General

• Monitoring and entering the banking activities, being the first contact for the bank
• Assisting with the preparation and coordination of the audit process (if and when necessary)
• Coordinating & communicating relevant documentation to external Accounting Firm
• Claiming/requesting official documents at various institutions and banks

Qualifications – technical skills:

• You ideally have a Bachelor’s degree in Administration/Office Management/Languages/Logistics/…. or you are equivalent by experience
• Minimum 1 year of experience in a customer service/logistics/supply chain role or in an administrative/general support role
• Fluency in French and English (oral and written), Dutch can be a plus
• Knowledge of/experience with Salesforce and Sage 300 software (or another accounting software) can be an asset
• Knowledge of Microsoft Office, in particular: Outlook, Word, Excel skills

Soft skills:

• Ability to work with a lot of attention to detail & accuracy
• Excellent interpersonal and customer service skills: ability to communicate with clients, partners, senior staff, suppliers and other external parties
• Strong problem analysis and problem-solving skills
• Capacity to work independently as well as part of a team
• Aptitude to cope and work effectively under pressure and with sometimes multiple or conflicting demands/priorities
• Resourceful and positive attitude; ability to adapt to different situations and personalities
• Flexible, hands-on and helpful personality; ability to work in a small team

Offer:

• Permanent and full-time contract
• Starting date: as soon as possible
• Working hours: 40 hours/week
• Competitive salary package, including luncheon vouchers, health insurance, group insurance, pension plan, sports vouchers, parking, electrical bike, …
• A role in which you will receive the necessary training and guidance at the start and where you can gradually acquire more responsibilities.
• The opportunity to join an innovative medical technology company and to work with very nice colleagues in superb offices in the Diegem/Zaventem area.

Our client is an international federation operating in the field of sustainable development. Their main mission is to offer a wide scope of services to their members, ranging from monitoring EU legislation developments to enhancing the exchange of best practices through the organisation of workshops and conferences. They are located in the city centre of Brussels and count +/- 70 staff.

They are today looking to recruit the Senior Director for the global growth department (+/- 20 staff worldwide):

Purpose of the role

Responding directly to the Secretary General of the association, the Senior Director will be responsible to lead and manage the development of the Global Growth offices, and to coordinate their activities and their administration.

The Senior Director will be part of the Executive Committee.

Main responsibilities will be

• Defining and implementing the global growth strategic plan, roadmap and KPI to reach the organisation objectives.
• Supervising the development and the implementation of the business plans (market segmentation, growth approach, partnership, etc.) of all +/- 12 offices outside Europe.
• Leading, coaching and developing a strong Global Growth team of highly qualified experts, specialists, and managers, with performant ways of working and encouraging collaboration among its team, to ensure the smooth running of the department.
• Managing the department’s budget and the Human resources in compliance with the company Bylaws, Internal Rules and the Delegation of Powers given by the Secretary General under the supervision of the Executive Boards, to better implement the work programme in collaboration with the Finance Director, People Management Director and Secretary General’s Office.
• Evaluating and measuring the realization of the business plans
• Responsible for the coordination of the knowledge development outside Europe notably through the Centres of Excellence, with the Senior Directors ‘Knowledge and Innovation’ and ‘Strategy’.
• Collaborating with the rest of the Management Board to steer the organisation towards its ambitions

The ideal candidate should have the following profile

• Education: Master’s Degree or equivalent through experience
• Experience level: +/- 10 years at Director level in an international environment an ideally in the non-for-profit sector
• Relevant experience in the field of urban development, sustainable transport, smart cities and in a project management role
• Experience in managing a geographically dispersed team
• Cultural sensitivity is a must: understanding of the cultural differences between regions and ensuring that team members feel included
• Excellent written and oral command of English (C2)
• Clear, effective communication at all levels
• Capacity to deal with ambiguity and to demonstrate diplomatic skills
• Skills in knowledge management, process design and stakeholder management
• Self-starter, relationship builder, initiative thinker
• Leadership skills, ability to steer change
• Coaching and people development, capacity to build a global vision and to adjust it to regional realities
• Skills in financial and HR management
• Negotiation and influencing skills
• Capacity to travel at least once a month (for 2/3 days)

Offer

• Starting date: ASAP
• A permanent, full time contract or a freelance contract
• A competitive salary with a complete benefits package including luncheon vouchers, health, and group insurance, 100% reimbursement of transport costs, homeworking (at least 2 days/week), discretionary bonus
• Location: the company is located in the city centre of Brussels and is therefore reachable by public transport. However, the job holder can be located anywhere in the world. In this case, they will be expected to travel to Brussels once or twice a month
• This is a unique opportunity to join a fast-changing organisation and a truly multicultural environment
• The opportunity to work in an environment that truly makes a difference (sustainable development)

Notre client est un acteur reconnu du secteur du conseil. Leurs bureaux sont localisés dans le centre de Bruxelles et sont donc très accessibles en transports en commun. Pour leur département Investissement, Ils sont aujourd’hui à la recherche d’un(e) Assistant(e) efficace pour un de leurs Associés. La personne travaillera également en équipe avec 2 autres Assistantes.

Description de fonction :

• apporter un soutien administratif à un Associé, un Principal et leur petite équipe
• gestion complexe et chronophage des agendas de l’équipe (dans Outlook)
• organisation de nombreuses réunions et de nombreux voyages (principalement en Europe)
• participer à l’organisation de plusieurs conseils d’administration/an, préparer les documents nécessaires
• gestion du courrier entrant et sortant
• gestion des e-mails
• préparation des notes de frais
• gestion des appels entrants, prise de message, filtrage
• rassembler et diffuser des informations-clés sur différents sujets auprès de nombreux interlocuteurs(trices)
• contacts téléphoniques fréquents avec des partenaires extérieurs de haut niveau
• tâches administratives diverses telles que classement, photocopies, etc.
• travailler en équipe avec 2 autres Assistantes, partager les informations avec elles, être le back up les un(e)s des autres

Profil:

• Le(a) candidat(e) idéal(e) est titulaire d’un Bachelor en Office Management ou en Langues
• Vous avez un excellent niveau d’anglais (C2) et un très bon niveau de français (B2/C1)
• Vous avez +/- 3 ans d’expérience dans une fonction et dans un environnement similaire
• Vous maîtrisez les outils informatiques et surtout Outlook
• Vous êtes extrêmement précis(e), vif(ve), organisé(e), rigoureux(se) avec un sens aigu du détail
• Vous avez un très bon esprit d’équipe, un très bon relationnel, d’excellentes capacités de communication et un sens de la diplomatie
• Vous êtes flexible (notamment au niveau des horaires car une organisation en « shift » est de rigueur) et extrêmement discret(ète)
• Vous avez un très bon niveau d’énergie, de la résistance au stress de la proactivité et appréciez de travailler dans un environnement où tout va très vite

Offre:

• Un contrat à durée indéterminée et à plein temps
• Date de commencement : dès que possible !
• Un salaire très compétitif et un package d’avantage extra-légaux complet incluant : des chèques repas (€8,00), une assurance groupe et hospitalisation (incluant les soins ambulatoires et dentaires), un plan de pension, le remboursement intégral des frais de transport, un bonus annuel discrétionnaire, 23 jours de congés annuels
• Horaires de travail : la semaine de travail est de 37h30 avec 1 jour de télétravail/semaine
• Organisation du travail : le secrétariat est ouvert de +/- 8h30 à 19h00 donc les 3 Assistant(e)s s’organisent ensemble pour couvrir cet horaire
• Localisation : la société est localisée en plein centre-ville et est donc très facilement accessible en métro
• L’opportunité de travailler dans un environnement et un cadre très professionnel au sein de locaux magnifiques localisés dans le centre de Bruxelles et dans une équipe soudée et bienveillante !

Our client is a high profile, human-sized company in the consulting 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 as part of their Investment Department and to assist a Partner and his team. The job holder will also team up with 2 other Assistants

Job description:

• providing support to a Partner, a Principal, and a small 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 2 other Assistants, sharing information with them, backing up each other

Profile:

• The ideal candidate holds a Bachelor in Office Management or Languages
• You are perfectly fluent in English (C2) and have a very good level of French (B2/C1)
• You possess +/- 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 full time & permanent contract
• Starting date: as soon as possible!
• 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 7.00 pm so the 3 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!