Personal Assistant to prominent entrepreneur

Our client is a financial holding located in Brussels (easy access with public transport).  They are currently recruiting a Personal Assistant who will be working for the managing director of this holding, a prominent entrepreneur who is also the founder and member of the board of several Belgian, French and international companies.

Purpose of the role

Assisting this entrepreneur/business executive on a daily basis in his private and professional activities; handling administrative tasks for the different companies he owns and has mandates in; coordinating business & private travel; agenda & meeting management; liaising with various internal & external stakeholders.  There is a large part of very confidential private matters to take care of in this role.

Job description

• Agenda and meeting management: scheduling professional (board meetings, …) and private appointments (doctors/medical, banks, lawyers, lunches, dinners, events, …), preparing the necessary documents for these meetings, doing the necessary follow-up afterwards
• Making complex, international travel arrangements (combination of business travel and private travel): organising flights/transits/VISAs, booking trains, ordering taxis, booking hotels, organising all related logistics & creating detailed itineraries.
• Making sure ID cards, VISAs and international passports are always valid (for boss + spouse)
• Handling a wide range of administrative tasks for the different companies the business executive owns and the ones he has mandates in
• Screening incoming mail and emails, forwarding emails to the appropriate person, answering some of them, following up on pending issues
• Checking incoming invoices, preparing intercompany invoices
• Collecting all relevant (financial) documents, invoices, expense notes, … for (personal) tax declaration purposes
• Coordinating all logistics for the different private residences of the executive and his family (in Belgium and abroad): handling the insurances, overseeing maintenance, repairs & renovations, liaising and negotiating with contractors & all sorts of service companies (asking for price quotes, negotiating fees, verifying terms & conditions/contracts, invoices), etc.
• Acting as a first point of contact for the banks: preparing & updating forms and documents, sending them signed copies back, following up on due/expiration dates, …
• Liaising with social secretariat, checking calculations and salary slips sent by social secretariat (e.g. for household personnel)
• Some office management related duties for the Brussels office
• Scanning, filing and archiving relevant documents
• Liaising with various internal & external parties (colleagues in Brussels and in other offices abroad, board members, banks, social secretariat, accountants, law firms, members of the family, business associates, …)

Profile

• The ideal candidate holds a relevant bachelor or master degree (Office Management, Languages, Communication, Management, Law, etc.)
• You are fluent in French and English (both spoken and written), some knowledge of Dutch could also be an asset
• Previous relevant experience of minimum 5 years assisting 1 or several top business executives, ideally in a role which also included the management of some aspects of the private life of  these executives
• Good IT skills (Word, Excel, Outlook, …), strong administrative skills and figure-mindedness
• Corporate presentation, courteous, dedicated with a positive attitude
• Genuinely service and quality minded and desire to be helpful and to offer a top-of the-range service
• Ability to interact at all levels, diplomatic skills, an extreme discretion is paramount
• Strong organisational skills, ability to prioritise
• Some resourcefulness and creativity, proactive attitude
• This is a small structure, therefore, a flexible mindset and a willingness to adjust are also important aptitudes

Offer

• A permanent and full-time contract
• Starting date: A.S.A.P.
• Competitive salary package (including a company car)
• Location: the offices are located in central Brussels and are therefore easily accessible by public transport. There are also parking possibilities.
• Working hours: most of the time regular office hours (Monday-Friday) with homeworking possibilities (2-3 days/week). In view of the frequent travels of the business executive and the management of numerous private matters, this role asks for some availability/flexibility outside normal office hours.
• The opportunity to be part of a small, friendly team and to work in a very high-level environment!