Management Assistant for non-profit sector!

We are urgently seeking to recruit a Management Assistant for 1 of our clients, located in the centre of Brussels, a non-profit environment.

Purpose of the role:  in collaboration with a colleague, assisting a director and a deputy director: managing the agenda, organising meetings & travels, offering logistical support during events, preparing reports and offering general administrative support.   A close follow-up of multiple deadlines and a smooth collaboration/communication with different teams/departments are crucial in this role.

Your tasks & responsibilities will include:

• Agenda management (in Outlook), planning meetings
• Attending certain meetings, taking minutes and preparing a report afterwards – if needed
• Processing and following-up on incoming correspondence
• Preparing service notes and reports
• Booking flights, trains, hotels, etc.
• Drafting/editing official documents, letters and PowerPoint presentations
• Assisting with the preparation of events, offering logistical support during some of the events
• Liaising with external suppliers for specific events and activities
• Purchasing: creating purchase orders, ordering supplies, receiving the supplies/equipment and corresponding invoices, verifying these invoices
• Preparing relevant documents, presentations and brochures
• Some facility/infrastructure management: organising and preparing accommodation for external visitors (accommodations owned by organisation), being the main contact person for small repairs, etc.
• Managing the archives
• Liaising with various internal & external stakeholders
• Assisting other teams if and when needed (in case a colleague would be sick/absent)

Please note that this list of responsibilities is non exhaustive and that you may be asked to take on additional tasks, depending on the workload and in order to cater for the needs of the teams / organisation.

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 3-5 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!