Personal Assistant to Managing Director

Our client is a European market leader in the field of sanitary equipment and installation technology.  They have a strong local presence in most of the European countries and in Belgium they employ +/- 60 people.  Their Belgian offices are located in Meise.  They are today looking to recruit a diligent Management Assistant to work for their Managing  Director.

Purpose of the job

As a Management Assistant, you are of vital importance to the optimal functioning of the  company.  You are the right hand of the Managing Director whom you will offering organisational, administrative and logistical support.  You will also offer some administrative support to the rest of the Management Team in order  to enhance the exchange of information and the efficiency of the day-to-day functioning of all parties involved.

Job description

• Managing the agenda of the Managing Director, planning and organising internal & external meetings, coordinating travels
• Offering day-to-day administrative support to the MD: screening and processing emails, preparing documents and presentations, translating documents, processing expense notes, etc.
• Coordinating the monthly reporting; collecting information, documents & reports from all parties involved
• Acting as a gatekeeper/gateway, filtering incoming calls/emails/requests, being the contact person for all direct reports of the MD and for other colleagues within the group
• Following up on confidential files (e.g. legal files)
• Organising and attending Management Team meetings, taking minutes, following up on action points & upcoming deadlines
• Offering some administrative & organisational support to other members of the Management Team, e.g. assisting with the planning and organisation of Sales & Marketing meetings & other recurrent meetings, organising travels, ensuring a smooth & efficient exchange of information
• Assisting with the preparation and follow-up of audit documents, yearly contracts, etc.
• Organising events such as Christmas & Sinterklaas/Saint Nicolas parties, team buildings, anniversary celebrations, staff information sessions, etc.
• Some financial and legal support (e.g. following-up on the approval process of invoices, first contact with external lawyers & administrative follow-up of the legal files, etc.)
• Performing any other assigned administrative/organisational project as requested by MD

Profile             

• You ideally hold a Bachelor’s Degree in Office Management, Management Assistant, Languages, Marketing, Communication or in any related field
• You have minimum 5 years of experience in a Management Assistant role. Experience within the sanitary/construction sector or within a technical environment can be an asset.
• You have excellent verbal & written skills in Dutch, French and English. The company has an HQ in Switzerland so an operational level in German is a plus.
• You have a very good command of the MS Office package (Word, Excel, PowerPoint, Outlook) and you enjoy learning new software/applications.
• You are very discrete and you know how to deal with very sensitive and confidential information
• You are able to communicate clearly and efficiently at all levels
• You have a positive and hands-on attitude, you are solution oriented
• You work thoroughly with an eye for detail and with a focus on the results to achieve
• You have a service-oriented and proactive attitude which leads to a high client satisfaction internally and externally
• You have excellent organisational skills which enable you to multi-task and to prioritise efficiently
• You enjoy working in a team but you are also able to work very autonomously and to take initiatives

Offer

• A permanent contract
• Starting date: as soon as possible
• A competitive salary
• Fringe benefits include luncheon vouchers, Eco cheques, insurance package, laptop, mobile phone, bonus system. Other benefits possible (e.g. a bike leasing programme).
• Working hours: 40hweek (working 8h/day with a minimum 30min break at lunch time) , flexible working hours, working from home during 1 day/week
• The opportunity to work in a stable company with an excellent reputation, non-hierarchical & jovial atmosphere, very nice boss & team!