Management/Executive Assistant – a unique opportunity!

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

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

Your tasks & responsibilities will include:

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

Profile:

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

Offer & practicalities:

• A permanent contract
• Starting date: ASAP!
• Location: offices are located in the city centre of Brussels close to the train station Bruxelles-Central/Brussel-Centraal
• A salary that will depend on the level of experience, luncheon vouchers, group insurance, reimbursement of transport costs
• Working hours: 38h/week, possibility to work from home during 2 days/week
• A job with a lot of organisational tasks and high-level contacts
• Stable company
• Very nice, friendly and respectful working environment!