Management Assistant – a unique opportunity!

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!