Our client is an independent insurance broker. They have several offices in Belgium and they are also active in Luxembourg.   The company is currently going through a transformation & professionalisation process with a new management.   They are currently recruiting a talented Executive Assistant who would be working for the CEO Office.   The HQ of the company is based in  Roeselare (+/- 100 staff) and this job is based in the HQ with the possibility to work during 2 days a week in the Ghent office (if this is more convenient).

Purpose of the job:

To provide a first-class professional support to the COO and 2 other members of the Executive Committee. To assist them with calendar, meeting and inbox management; to act as a gatekeeper/gateway regarding incoming requests; to follow-up on (confidential) files; to liaise with other departments (IT, HR, Communication, Finance, Legal, …) and external parties regarding ongoing projects.; and much more!

Job description:

• Managing complex diaries
• Coordinating meetings and business trips, setting up calls
• Organising business lunches
• Organising and preparing Board of Directors Meetings/Executive Committee Meetings/… (compiling and sending out the agenda points, preparing documents & presentations, booking meeting rooms & catering, checking video conferencing tools & presentation software, following up on the meeting minutes, etc.)
• Organising conference calls and visio conferences using Teams/Zoom and other platforms
• Coordinating internal meeting and events (including informal after-hour drinks, etc.)
• Screening and following up on incoming e-mails and calls
• Acting as a gatekeeper/gateway: ensuring an efficient flow of information between internal/external stakeholders and the executives, building connections, fostering relationships
• Following up on confidential files
• Handling office improvement projects in collaboration with the entire CEO office (e.g. negotiation of contracts with suppliers, creation of a travel policy, digitalisation projects, internal communication initiatives, etc.)
• And much more!

Profile:

• Ideally a relevant Bachelor or Master degree (Office Management, Languages, Communication, …)
• Excellent level of Dutch with a good level in French (communication with teams in Luxembourg) and in English (mainly written)
• Strong relationship builder, excellent communication (oral/written) and very good interpersonal skills
• Very good administrative and MS Office skills, digitally minded
• At least 5 years’ experience in a similar position, ideally acquired in professional services (management consulting firm, corporate law firm, insurance/financial services firm, …)
• Very precise, rigorous and structured and you work with a genuine eye for detail
• Hands-on, resourceful and proactive attitude: you quickly understand what needs to be done and what most efficient way is to achieve the desired goal
• You can easily adjust to the context and to changing circumstances
• Diplomatic & discrete and you know exactly how to handle extremely sensitive & confidential information
• Autonomous, good energy level, “can do”-attitude, good sense of humor, able to put things into perspective
• Enthusiastic and supportive team player (as you will be working with 1 other Assistant)

Offer:

• A permanent and full-time contract
• Starting date: as soon as possible!
• Competitive salary and comprehensive benefits package (company car can be part of the package)
• Working hours: 39h/week, 26 holiday days
• Location: the HQ of the company is located in Roeselare, the new recruit will be asked to work from their offices in Roeselare with the possibility to work during 2 days/week in the Ghent (if this is more convenient).
• Very friendly boss(es), positive and dynamic working atmosphere!
• Varied and challenging role within a company that is going through a positive transformation process, therefore, you have the opportunity to participate in various, interesting projects!

Our client is a global communications & public affairs consultancy. Their Brussels offices are located in the city centre and is very accessible by public transport.

They are today looking to recruit a diligent Associate Financial Controller on a permanent contract basis. This is a newly created position.

Purpose of the role

As part of a team of 5, the job holder will report directly to the Senior Financial Controller. This role is to contribute to the company’s financial health while collaborating with key business teams. In this role, the person will help drive the accuracy of financial statements, support planning and analysis, and provide insights to improve performance and efficiency.

Job Description

• Collaborating with the Senior Financial Controller to prepare monthly financial statements in accordance with IFRS, ensuring timely submission
• Supporting financial planning, including annual budgeting, strategic planning, and monthly/quarterly forecasting, working closely with other teams
• Analyzing financial data to prepare variance analyses and identify areas for improvement
• Maintaining and updating internal financial tools, such as the forecast sheet
• Assisting in month-end and year-end processes, including managing journal entries, account reviews, and reconciliations
• Contributing to budget preparation and leading the coordination of internal and external audits.

 Profile

• Bachelor’s degree in Finance, Accounting, or a related field; professional certification (e.g., CPA, ACCA) would be advantageous
• 2-5 years of experience, ideally with a Big 4 international audit firm
• Proficiency in written and spoken English (C1 level); additional languages, such as French or Dutch, would be an asset
• Strong analytical skills, attention to detail, and experience preparing and analyzing financial statements
• Knowledge of financial reporting standards and regulations, including IFRS, is a plus
• Excellent organizational and time management skills, with flexibility to manage multiple priorities
• Ability to work both independently and collaboratively with diverse teams based mostly in Brussels and London
• Strong analytical skills, thorough and agile thinking process
• Business awareness, capacity to see the big picture
• Patience and resilience
• Capacity to translate complex financial terms/topics into understandable ones for non-financials, capacity to identify action points from financial analysis

Offer

• Starting date: January 2025
• A permanent and full-time contract
• A competitive salary with a complete benefits package including a mobility budget, luncheon vouchers (€8,00), Eco-vouchers (€ 250/year), phone costs, monthly net allowance (€150), health and group insurances, 25 holiday days
• Working week: 37,5 hours
• Location: city centre of Brussels, very accessible by public transport
• A motivating and challenging role within an influential international consultancy

Pour l’un de nos clients, localisé dans le centre de Bruxelles capitale, nous sommes à la recherche d’un(e) Assistant(e) de direction pour un Directeur et son équipe.

Objectif du poste : assister le directeur et son équipe au niveau de leurs activités quotidiennes, ce-incluant la gestion de l’agenda, la coordination de réunions et autres activités, faire le suivi des dossiers confidentiels, et apporter un soutien sur les différents projets.

Tâches et responsabilités principales :

• Gérer l’agenda et les rendez-vous (dans Outlook) : planifier des rendez-vous/réunions/événements, garder un œil sur les délais et proposer de manière proactive un certain nombre de dates pour certaines réunions/activités
• Coordonner les réunions, les activités et les déplacements·
• Recevoir des visiteurs dans le cadre de ces rencontres et activités
• Traiter et suivre la correspondance et les courriers électroniques entrants/sortants (sélection, anticipation de certaines urgences, indication des priorités, etc.)
• Préparation de documents officiels et de présentations PowerPoint
• Préparation des réunions : rédaction des documents et présentations, prise en note des procès-verbaux lors des réunions, suivi des points d’action par la suite avec les équipes impliquées
• Assurer le support dans la préparation et la mise en œuvre des projets, coordonner et suivre les délais et les phases du projet
• Préparation et modification des rapports
• Préparation et suivi des dossiers confidentiels
• Gestion et contrôle du stock des fournitures de bureau
• Gestion des différents abonnements
• Garder une trace des données et des contacts, assurer le suivi des fournisseurs réguliers
• Gérer les achats, vérifier les factures
• Entretenir les contacts avec diverses parties internes et externes

Cette liste de tâches n’est pas exhaustive, des responsabilités supplémentaires peuvent être ajoutées en fonction de la période de l’année (par exemple des projets/activités spécifiques) et des besoins spécifiques du poste.

Profil :

• Le candidat idéal est francophone ou néerlandophone et possède une excellente connaissance de la deuxième langue nationale.  Une bonne maîtrise de l’anglais est également nécessaire
• Vous êtes idéalement titulaire d’un bachelor ou d’un master (en office management, langues, communications, etc.), mais les candidats ayant une expérience équivalente sont également éligibles pour le poste
• Vous avez au moins 3 ans d’expérience dans un rôle similaire (soutien administratif, assistanat de direction, office management, etc.)·
• Vous avez de bonnes compétences sociales et de communication, vous êtes capable d’adapter votre style de communication au contexte·
• Vous maîtrisez MS Office (Word, Excel, PowerPoint et Outlook) ainsi que d’autres outils numériques (par exemple pour la gestion d’agenda et les plateformes de communication)·
• Vous savez gérer efficacement votre temps et établir les priorités
• Vous êtes discret(ète) & respectueux(se) et vous savez gérer des informations très sensibles & confidentielles
• Vous travaillez avec beaucoup de précision et avec le soin et l’ordre nécessaires ; vous accordez beaucoup d’attention à la présentation de votre travail et aux moindres détails
• Vous êtes capable de trouver des solutions aux circonstances imprévues, à la fois rapidement et efficacement
• Vous pouvez travailler de manière autonome, mais vous aimez également travailler en équipe et contribuer à une atmosphère de travail positive
• Vous êtes flexible en ce qui concerne les tâches supplémentaires et les circonstances changeantes
• Vous recherchez à collaborer à long terme avec votre prochain employeur

Offre et aspects pratiques :

• Un contrat à plein temps et à durée indéterminée
• Date de début : dès que possible
• Un salaire conforme aux normes du secteur associatif, des chèques repas, une assurance groupe, un remboursement des déplacements domicile-travail·      Horaires de travail : 38 heures/semaine
• L’entreprise est très facilement accessible en transports en commun, l’environnement de travail est très agréable avec des bureaux récemment rénovés
• Un poste très varié et passionnant dans un contexte unique !

We are urgently seeking to recruit a Management Assistant for 1 of our clients, a non-profit association, situated in the Brussels Capital Region.

Purpose of the role:  in collaboration with a colleagues managing the agenda of an Executive and his team, coordinating meetings/travels/activities, following up on confidential files and offering administrative & logistical support for specific projects.

Your tasks & responsibilities will include:

• Agenda & meeting management (in Outlook): planning & confirming appointments/meetings/events, keeping an eye on upcoming deadlines, proactively suggesting some dates already for certain meetings and activities
• Coordinating meetings, travels and activities
• Welcoming visitors related to this meetings and activities
• Processing and following-up on incoming & outgoing correspondence and emails (screening, indicating priorities, anticipating upcoming deadlines, …)
• Drafting/editing official documents, letters and PowerPoint presentations
• Preparing meetings: preparing relevant documents and presentations, taking minutes, following up on action points with all parties involved
• Offering support with the preparation and execution of projects: coordinating and following up on the deadlines and the different stages of the project
• Preparing and editing reports
• Preparing and following up on confidential files
• Managing office material and equipment, inventory management
• Managing subscriptions
• Updating information and contact lists, managing the preferred suppliers
• Handling purchases, checking invoices
• Liaising with a diversity of internal and external parties

Profile:

• The ideal candidate has an excellent level in French (oral + written), with a very good knowledge of Dutch and English.
• Ideally a relevant Bachelor’s or Master’s Degree ( e.g. office management, languages, communication, …), but, candidates who are equivalent by experience, are more than welcome to apply for the position.
• You have at least 3 years of experience in a similar role (administrative support, management assistant, office management, …)
• You are computer literate (MS Office: Word, excel, PowerPoint and Outlook) and feel comfortable with other digital tools (for agenda/meeting/document management and communication)
• You have strong communication/people skills, you are able to adjust your communication style to the context
• You are discrete & diplomatic and you know how to treat very sensitive and confidential information
• You work with a lot of structure and accuracy, you pay attention to the presentation of your work and to the smallest details
• You possess strong time management and you know how to prioritise incoming tasks
• You have a proactive attitude and you demonstrate strong problem solving skills, you are capable of finding solutions for unexpected circumstances
• You are autonomous but you also enjoy working in team and contributing to a positive working atmosphere
• You are flexible in terms of additional tasks and changing circumstances
• You are looking to make a long-term commitment with your next employer

Offer & practicalities:

• A permanent contract
• Starting date: to be discussed
• A salary that will depend on the level of experience, luncheon vouchers, group insurance, reimbursement of transport costs
• Working hours: 38h/week
• Very nice offices which are easily reachable by public transport
• A varied & challenging job within a unique working environment!
• Very friendly and respectful team!

Notre client est un leader mondial dans le secteur du conseil. Leurs bureaux bruxellois sont localisés dans le centre-ville et sont donc très accessibles en transport en commun. Ils sont aujourd’hui à la recherche d’un(e) Office Manager. Il s’agit d’un contrat à durée indéterminée et d’une création de poste.

Objectif du poste

L’Office Manager est responsable du bon fonctionnement général du bureau ? Son rôle est de faire en sorte que les équipes puissent se concentrer sur leurs activités principales. Cette personne est également responsable de tout ce qui touche aux bâtiments et, dans ce cadre, elle sera responsable de la coordination des rénovations des bureaux.

Description de fonction

Office Management & bâtiments :

• Responsable du prochain projet de rénovation des bureaux : contact avec les différents corps de métier, coordination du projet (implantation d’un système de « hot desking », ainsi que d’autres solutions innovantes), être la personne de contact pour tous les acteurs du projet, s’assurer que les délais sont bien respectés
• Gérer l’environnement de travail et veiller à ce qu’il soit toujours opérationnel
• Superviser la maintenance du bâtiment et les procédures en matière de sécurité afin de garantir la fonctionnalité et la sûreté des équipes
• Veiller à ce que l’environnement de travail soit sain et que tous les employés s’y sentent bien
• Gérer les commandes de fournitures de bureau et de mobilier
• Gérer les abonnements divers, les achats et les négociations de contrat (pour tout ce qui touche au fonctionnement du bureau)
• Gérer la flotte automobile

 IT et systèmes de communication :

• Coordonner tout ce qui touche à l’équipement IT ainsi qu’aux systèmes utilisés, en partenariat avec les spécialistes et fournisseurs
• Gérer le système de téléphonie, les GSM de société, cartes SIM et tout ce qui touche à la communication

Collaboration et partenariats :

• Travailler en partenariat avec les équipes, les fournisseurs et les clients afin de développer une collaboration optimale et de bonnes relations de travail avec tous ces interlocuteurs
• Superviser la Réceptionniste, la remplacer ponctuellement en cas d’absence

Tâches RH :

• Travailler en partenariat avec le département RH afin d’établir le plan annuel et en assurer l’exécution par l’équipe support
• Collaborer avec les RH et d’autres fonctions support afin d’accompagner les prises de fonction des nouveaux(elles) collaborateurs(trices) et de garantir une approche inclusive des nouveaux(elles) arrivant(e)s
• Apporter un soutien aux actions en matière de conformité : conditions d’hygiène et de sécurité, actions afin de développer l’ergonomie des espaces de travail si nécessaire, être à l’écoute des besoins des équipes et de leur bien-être

Profil

• Minimum 5 ans d’expérience dans un rôle d’Office Manager incluant la gestion des bâtiments
• Anglais courant (C2) et très bon niveau de français (B2/C1)
• Excellentes compétences en matière de communication orale et écrite, capacité de s’adapter à des interlocuteurs différents
• Maîtrise de MS Office (Word, Excel), ainsi que d’autres logiciels et plateformes
• Une connaissance d’un système de « hot desking » est un plus
• Capacité à prendre des initiatives et à gérer des projets de façon autonome de A à Z
• Personne orientée résultats, proactive et capable d’établir des priorités
• Personne de confiance avec un très bon esprit d’équipe
• Compétences managériales, esprit collaboratif
• Flexible, faisant preuve de résilience, personne débrouillarde
• Capacité à construire de bonnes relations de travail et à gérer divers interlocuteurs(trices)
• Capacité à émettre des suggestions pertinentes qui visent à améliorer les procédures existantes

Offre

• Date de commencement : novembre 2024
• Un contrat à plein temps et à durée indéterminée
• Un salaire compétitif assorti d’un package complet d’avantages extra-légaux : chèques repas (€8,00), Écochèques (€250/an), frais de GSM, frais forfaitaires mensuels (€150), assurances groupe et hospitalisation, 25 jours de congés
• Semaine de travail : 37,5 heures
• Un rôle motivant et plein de défis au sein d’un cabinet de conseil influent
• L’opportunité d’intégrer une équipe motivée et diverse et d’occuper une fonction cruciale pour la structure
• L’opportunité de se développer professionnellement

Our client is a global communications & public affairs consultancy. Their Brussels offices are located in the city centre and is very accessible by public transport.

They are today looking to recruit a diligent Office & Business Support Manager on a permanent contract basis. This is a newly created position.

 Purpose of the role

The Office & Business Support Manager is responsible for keeping the office running smoothly and helping the team maintain focus on operational activities. The job holder is also responsible for leading an office refurbishment project and for overall facilities management.

Job Description

 Office and Facilities Management:

• Being responsible for the upcoming office refurbishment project: liaising with suppliers, coordinating the project (implementation of a hot desking system and other innovative solutions), being the SPOC for all stakeholders, ensuring that the timeframe is respected
• Enhancing and maintaining office facilities to create a conducive work environment
• Overseeing building maintenance and security to ensure safety and functionality
• Implementing and ensuring a safe and healthy working environment for all employees
• Managing office supplies and equipment to guarantee availability and functionality
• Administering office subscriptions and handling group procurement programmes, including contract negotiations
• Managing the company car fleet to ensuring efficient and effective transportation solutions

IT and Communication Systems:

• Coordinating office IT equipment and systems with IT support, specialists, and suppliers to ensure seamless operations
• Managing the telephony system and office mobile phones and SIM cards to ensure reliable communication

Collaboration and Partnerships:

• Partnering with staff, suppliers, and clients to foster effective collaboration and strong working relationships
• Supervising and providing line management for reception, including occasional absence cove

HR related duties:

• Partnering with the HRD to create the annual plan and ensure its delivery through the support team
• Collaborating with HR and other support functions to support and onboard new team members, ensuring an inclusive employee experience
• Supporting compliance activities relating to health & safety, taking care of ergonomic initiatives if needed, keeping abreast of employees’ needs and well being

Profile

• Minimum of 5 years of professional Office & Facilities Management experience
• Fluency in English (C2 level) and very good French (B2/C1)
• Excellent written and verbal communication skills, with adaptability for different audiences
• Proficiency in MS Word, Excel, and other general IT platforms and software
• Knowledge of hot desking systems is a plus
• Proven initiative and ability to lead projects autonomously from start to finish
• Detail-oriented, proactive, and adept at prioritization
• Trusted colleague with a genuine interest in supporting others
• Leadership skills and collaborative approach
• Flexible, resilient, pragmatic, and resourceful
• Skilled in building strong relationships and managing diverse stakeholders
• Ability to make relevant suggestions in order to improve existing processes and procedures

Offer

• Starting date: November 2024
• A permanent and full-time contract
• A competitive salary with a complete benefits package including luncheon vouchers (€8,00), Eco-vouchers (€ 250/year), phone costs, monthly net allowance (€150), health and group insurances, 25 holiday days
• Working week: 37,5 hours
• A motivating and challenging role within an influential international consultancy
• This is an opportunity to be part of a diverse and driven team in a role that enables individuals to deliver operational excellence and make a real impact
• At the same time, you will have every chance to grow professionally in your field

Our client is an international association 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 of Brussels. They are currently experiencing a significant growth in their activities and are looking to recruit an Assistant to provide general administrative support to the team.

Purpose of the role

Providing secretarial support to the Secretary General, to the Deputy Secretary General and, on occasions, to other team members (diary management, travel organisation, expense reporting, etc.). Assisting the team in the organisation of internal meetings and external events. Supporting the Office Manager in various office management duties (liaising with suppliers, placing orders, etc.).

The Team Assistant will report to a Senior Manager but will work directly with most team members.

Job Description 

Administration & organisation:

• Assisting with the management of the diary of the Secretary General, Deputy Secretary General and, on occasions, other team members: organising meetings, reserving travel and accommodation, preparing travel itineraries, meeting packs etc.
• Assisting the Secretary General with their monthly expense reports
• Assisting with regular updates to the association’s contact databases: checking that data are updated, inputting new data, removing old contact data etc.
• Day-to-day monitoring of the general inbox: screening e-mails, responding to general enquiries, redirection of more detailed enquiries to other team members.
• Answering calls to general telephone number; transferring calls to other team members

Events:

• Assisting the Communications department with the organisation of external events: preparing lists of participants, badges, preparing shipments of marketing materials.
• Occasionally welcoming participants during the events and providing onsite administrative support

Office Management:

• Supporting the Office Manager in various tasks
• Placing orders (catering, office supplies)
• Liaising with suppliers
• Ensuring that the office work space is in order to receive visitors and the equipment ready for use
• Preparation of meeting rooms

Profile

• University Degree
• A first experience such as a (long) relevant traineeship
• Strong IT skills (Word, Excel, knowledge of a CRM is a plus)
• Fluency in English (C1+/C2 – written and spoken) is essential as well as a very good knowledge of written and spoken French (C1)
• Very good team spirit and communications skills
• Trustworthy, responsible and accountable
• Focussed, structured and composed
• Hands-on and flexible
• Ability to multitask and to prioritise (the position is multifaceted and will involve working with various team members)
• Presentable (the role will involve contact with senior industry representatives and EU officials)
• A commitment to the values and goals of the European Union

Offer

• Starting date: October 2024
• 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 days holiday
• A motivating and challenging role within an influential international trade association.
• Opportunities to work and develop in an international environment.
• A human-sized, dynamic and closely-knit team.
• Excellent opportunity to develop a broad range of transferable skills and gain experience in the Brussels “Bubble”

 

 

 

Our client is an international association in the field of cancer research. They coordinate clinical trials worldwide in partnership with their 50+ member organisations. Their Brussels office, located in Woluwe Saint Lambert, gather +/- 40 staff. They are today looking to recruit a diligent Payroll Administrator to join the HR department (3 staff). This is a part time position (50%).

Purpose of the role:

Supporting the day-to-day activities of our Human Resources department.

Main responsibilities include: the processing of the employee data throughout the employee life cycle, the monthly payroll, and advising employees on social legislation issues.

Job description:

• Serving as main point of contact for the payroll administration with the payroll provider (SD Worx)
• Preparing and following up on monthly payroll cycle for all employees in cooperation with the external payroll provider (40 staff with various tax/contract status such as expat status and researcher status)
• Acting as central point of contact and providing guidance to employees on HR-related matters such as maternity, medical and parental leaves; contract & payroll issues; and benefits, in consultation with the Senior HR Manager
• Maintaining physical and digital personnel records (employment contracts, amendments, professional diplomas & certificates, etc.) ensuring that all filing is kept impeccably up to date
• Performing HR administrative duties, such as updating the employee database (onboarding, offboarding, presence, holidays, promotion, resignation, time-tracking, etc.)
• Assisting the Training Coordinator with the induction agenda for newcomers
• Occasionally assisting the HR department in the recruitment process (publishing ads, contacting candidates, scheduling job interviews, etc.) in consultation with Senior HR Manager
• Liaising with external prevention, safety and health protection body if required
• Liaising with insurance broker for hospitalization and pension plan insurances for employees
• Supporting the HR team in other ad-hoc organizational and administrative processes

Profile:

• Bachelor’s degree in human resources or relevant area
• Minimum of 3 years of experience in payroll and HR administration
• Knowledge of the Belgian labour legislation, especially of the non-for-profit sector (prior experience with CP335/337 would be a plus)
• Previous experience with SD Worx tools (payroll and HRSS) is a strong asset
• Familiarity with Human Resources Information Systems
• Fluent English & French (minimum C1 level in both languages)
• Computer literacy with capability in email, MS Office, and related business and communication tools
• Meticulous attention to detail, professional attitude, and ability to maintain confidentiality
• Capacity to operate with high integrity
• Willingness to learn
• Capacity to work effectively in multicultural teams, as well as independently
• Excellent verbal and written communications skills

Offer:

• A permanent contract
• A part-time contract (19h00/week)
• Starting date: fall 2024
• A competitive salary and comprehensive benefits package including luncheon vouchers (€8,00), Eco-vouchers (€250/year), health insurance (fully paid by the employer), group insurance, reimbursement of transport costs, homeworking allowance, cell phone, laptop, 30 holiday days (full time basis)
• Location: the offices are located in Woluwe-Saint-Lambert. Although they are accessible by public transport, they are more easily reachable with a personal vehicle (parking space available)
• Homeworking policy: possibility of teleworking and flexible working hours
• The opportunity to work in a stimulating environment and for an organisation, which genuinely makes a difference!

 

 

Our client is a prestigious human-sized corporate law firm. Their elegant offices are located in central Brussels and are therefore very accessible by public transport. They are currently recruiting a diligent Receptionist/Office Assistant who will be working as part of a team of 2 (Receptionist + Office Manager).

Purpose of the role

To man the reception and the reception area, to ensure that a first-class service is offered to all internal and external clients, to ensure the smooth running of the office, to provide ad hoc secretarial support to the various departments when needed.

To report to the Office Manager.

Job description:

• Making sure the reception and client area are constantly professional looking
• Answering, screening and forwarding incoming phone calls while providing basic information
• Serving visitors by greeting, welcoming, directing and announcing them appropriately
• Booking and managing meeting rooms, ensuring all relevant equipment, material and refreshments are provided. Clearing the meeting rooms after each meeting
• Ensuring daily that printers/fax are loaded with paper and that all IT equipment is in order
• Participating in the order and management of office supplies and stock control
• Receiving, sorting, distributing and sending daily mail/newspapers/deliveries/couriers
• Assisting with the organisation of internal events
• Punctually assisting the Executive Assistants of the various departments: filing, archiving documents, assisting with the preparation of document using MS Office

Profile:

• You are fluent in French and English, both orally and in writing (C2 level)
• You possess a first experience in a similar role – preferably in a similar environment (corporate sector such as another law firm, consulting or finance)
• You take pride in representing the company in a very professional way (smart and corporate presentation)
• You are able to maintain confidential information and you have the ability to field phone calls with enthusiasm, professionalism, tact, common sense and persistency
• You are able to interact appropriately with people of all levels including CEOs/VIPs
• You show an absolute drive towards meeting the highest professional standards to ensure client satisfaction
• You are organised and rigorous, you work with a genuine eye for detail
• You are proactive, resourceful & solution oriented
• You are a good team player and you have a flexible attitude (also towards working hours)

Offer:

• A full time and permanent contract
• Starting date: as soon as possible!
• Working hours: the reception is open from 8.00 am until 6.00 pm so the Receptionist and the Office Manager work in shifts to cover this schedule. The official working week is 37h30
• A very competitive salary and comprehensive benefits package including luncheon vouchers, health insurance, group insurance, etc.
• The opportunity to work in a quality oriented, corporate environment in very nice offices in the centre of Brussels!

 

 

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 another 2 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 fluent in English and French (C1/C2 for both languages, written and spoken)
• You possess +/- 2 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 6.00 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!