Executive Assistant for ExCo members

Our client is an independent insurance broker. They have several offices in Belgium and they are also active in Luxembourg.   The company is currently going through a transformation & professionalisation process with a new management.   They are currently recruiting a talented Executive Assistant who would be working for the CEO Office.   The HQ of the company is based in  Roeselare (+/- 100 staff) and this job is based in the HQ with the possibility to work during 2 days a week in the Ghent office (if this is more convenient).

Purpose of the job:

To provide a first-class professional support to the COO and 2 other members of the Executive Committee. To assist them with calendar, meeting and inbox management; to act as a gatekeeper/gateway regarding incoming requests; to follow-up on (confidential) files; to liaise with other departments (IT, HR, Communication, Finance, Legal, …) and external parties regarding ongoing projects.; and much more!

Job description:

• Managing complex diaries
• Coordinating meetings and business trips, setting up calls
• Organising business lunches
• Organising and preparing Board of Directors Meetings/Executive Committee Meetings/… (compiling and sending out the agenda points, preparing documents & presentations, booking meeting rooms & catering, checking video conferencing tools & presentation software, following up on the meeting minutes, etc.)
• Organising conference calls and visio conferences using Teams/Zoom and other platforms
• Coordinating internal meeting and events (including informal after-hour drinks, etc.)
• Screening and following up on incoming e-mails and calls
• Acting as a gatekeeper/gateway: ensuring an efficient flow of information between internal/external stakeholders and the executives, building connections, fostering relationships
• Following up on confidential files
• Handling office improvement projects in collaboration with the entire CEO office (e.g. negotiation of contracts with suppliers, creation of a travel policy, digitalisation projects, internal communication initiatives, etc.)
• And much more!

Profile:

• Ideally a relevant Bachelor or Master degree (Office Management, Languages, Communication, …)
• Excellent level of Dutch with a good level in French (communication with teams in Luxembourg) and in English (mainly written)
• Strong relationship builder, excellent communication (oral/written) and very good interpersonal skills
• Very good administrative and MS Office skills, digitally minded
• At least 5 years’ experience in a similar position, ideally acquired in professional services (management consulting firm, corporate law firm, insurance/financial services firm, …)
• Very precise, rigorous and structured and you work with a genuine eye for detail
• Hands-on, resourceful and proactive attitude: you quickly understand what needs to be done and what most efficient way is to achieve the desired goal
• You can easily adjust to the context and to changing circumstances
• Diplomatic & discrete and you know exactly how to handle extremely sensitive & confidential information
• Autonomous, good energy level, “can do”-attitude, good sense of humor, able to put things into perspective
• Enthusiastic and supportive team player (as you will be working with 1 other Assistant)

Offer:

• A permanent and full-time contract
• Starting date: as soon as possible!
• Competitive salary and comprehensive benefits package (company car can be part of the package)
• Working hours: 39h/week, 26 holiday days
• Location: the HQ of the company is located in Roeselare, the new recruit will be asked to work from their offices in Roeselare with the possibility to work during 2 days/week in the Ghent (if this is more convenient).
• Very friendly boss(es), positive and dynamic working atmosphere!
• Varied and challenging role within a company that is going through a positive transformation process, therefore, you have the opportunity to participate in various, interesting projects!