Our client is a leader in the field of corporate real estate. They offer a wide range of services in Belgium and Luxembourg. They are today recruiting a talented Assistant for their Brussels office (+/- 100 people).

Purpose of the role

To provide an administrative and logistical support to the Commercial and Investment Department in collaboration with an Executive Assistant.

Job description

• You are responsible for the administrative follow-up of all contracts and the filing (on paper & electronically) of all related documents.
• You organise meetings and you help preparing events, you also handle the associated logistics.
• You manage and follow up on the incoming and outgoing correspondence and are responsible for the writing of letters, minutes, reports and presentations. You punctually translate documents (D/F/E).
• You manage incoming calls and take correct messages in order to facilitate an easy communication and sharing of information within the teams and with different external interlocutors (experts, real estate agents, lawyers, existing or potential tenants, …).
• You update the commercial data and the investment projects in the internal tools.
• For specific projets you help with the preparation of the file (copies, structure, presentations, management of datarooms).
• You create order forms and you register them in the internal system.
• You are the back-up of the Executive Assistant with regards to personal assistant tasks for the real estate managers.

Profile                                                           

• You hold a Bachelor in Office Management, Management Assistant, Languages, etc.
• You ideally possess a first experience in a similar
• You are bilingual French/Dutch with a good level of English
• You have an excellent knowledge of MS Office (Word, Excel, PowerPoint, Outlook) and you enjoy discovering new IT software
• You are conscientious, detail and goal oriented
• You are customer minded, proactive, and can make relevant suggestions when needed
• You are highly organised, can multitask and know how to prioritise
• You enjoy working as part of a team but also autonomously and you can take initiatives
• You are positive and friendly in your communication with your colleagues

Offer

• A permanent contract
• Starting date: A.S.A.P.
• A competitive salary
• Fringe benefits: luncheon vouchers, Eco-cheques, health and group insurances, bonus, 100% reimbursement of transport costs, 20 holiday days + 8 extra days, other benefits
• Location: the company is easily accessible by metro
• The opportunity to work in a positive, dynamic and stimulating environment where you will have the opportunity to grow!

Our client is a leader in the field of corporate real estate They offer a wide range of services to their Belgian and Luxemburgish clients. They are today recruiting a Project Assistant for their Brussels office.

Purpose of the role

This role is crucial when it comes to ensuring the smooth running of the department in charge of real estate projects. You will provide administrative support linked to the department’s missions and you will assist Project Managers and the Director of the department in their daily activities.

Job description

• You are the right arm of the Project Director: you manage his diary, organise team meetings, assist with the preparation of various reports and presentations for the Executive Committee and help to share key information with the team
• You organise meetings and handle the associated logistics, you prepare presentations and participate in the management of the department’s activity planning and of the diaries of some team members
• You provide a daily support to the Project Managers by ensuring the follow up of internal procedures and the update of checklists and files associated to each project
• For each project, you ensure an administrative follow up of the various steps (retro planning): treatment of the external project, managing calls for proposals, researching documents, ordering material/equipment, ISO certification, etc.
• You participate in the planning of renovation/building work (participation in the calls for proposals, launch of purchase orders, writing of contracts, etc.)
• You ensure that various on-site inventories (especially concerning equipment and furniture) are taking place and you do the write ups
• You handle phone communications, meeting organisation and follow up of messages for third parts
• You scan and copy official documents and file the closed projects
• You manage and follow the incoming and outgoing correspondence and are responsible for the writing of letters, minutes, reports and presentations. You punctually translate documents (D/F and F/D)
• You ensure an easy communication and sharing of information within the team and with the other departments of the company

Profile                                                           

• You ideally hold a Bachelor in Office Management, Management Assistant, Languages, etc.
• You possess 3 to 5 years relevant experience in a similar role and ideally acquired in the real estate or construction industries
• You are bilingual French/Dutch with an operational level of English
• You have an excellent knowledge of MS Office (Word, Excel, PowerPoint, Outlook) and you enjoy discovering new IT software
• You are conscientious, detail and goal oriented
• You are customer minded, proactive, and can make relevant suggestions when needed
• You are highly organised, can multitask and know how to prioritise
• You enjoy working as part of a team but also autonomously and you can take initiatives
• You are positive and friendly in your communication with your colleagues

Offer

• A permanent contract
• Starting date: A.S.A.P.
• A competitive salary
• Fringe benefits: luncheon vouchers, Eco-cheques, health and group insurances, bonus, 100% reimbursement of transport costs, 20 holiday days + 8 extra days, other benefits
• Location: the company is easily accessible by metro
• The opportunity to work in a positive, dynamic and stimulating environment where you will have the opportunity to grow!

Our client isa top-level Executive Search firm. It currently has several offices across Europe and Asia. The Brussels office is located in Ixelles/Elsene and covers the Benelux region. Its dynamic team counts 12 people. They are currently looking for a Management Assistant to support several Consultants/Managers.

 Job Description

• Welcoming clients and candidates
• Handling incoming phone calls and e-mails, filing, copying documents
• Providing administrative support to the consultants: typing various documents (client offers, job descriptions, confidential reports, references)
• Preparing PowerPoint presentations, translating documents, dealing with mailings (i.e. Xmas cards), etc.
• Managing the very busy diaries of the Consultants
• Organizing meetings and making business travel arrangements in Belgium and abroad for candidates and consultants alike
• Managing the database (business cards, encoding new CVs, updating records, etc.)
• Organizing business lunches
• And more!

Profile

• Bachelor degree (or equivalent by experience) in Management Assistant/Office Management or Languages
• A minimum of 3 years experience in an Assistant position in a customer-driven, corporate and international environment
• Fluent in English/Dutch/French (both written and spoken)
• Proficient in Microsoft Office applications and familiar with the Internet. IT minded
• Excellent communication skills, team spirit and very good interpersonal skills
• Well organized, structured, hands-on and able to set priorities, stress resistant
• Service minded, resourceful and flexible
• Sense of confidentiality
• Good business presentation

Offer

• A permanent contract
• A full time contract
• Starting date: A.S.A.P
• A competitive salary with a benefits package including luncheon vouchers, group insurance, pension plan, health insurance
• Location: Ixelles/Elsene, accessible by public transport
• Hours: 40h00/week (with 20 + 12 holiday days/year)
• The opportunity to work in an international environment and in a small, closely-knitted and dynamic team

 

 

 

Our client is a well-established, international company active in the travel industry.  They are currently recruiting a diligent Documentation Officer to join their team. Their offices are located in the centre of Brussels (easy to reach with public transport) and they employ +/- 170 people.

Purpose of the role

Within the Operations Department, you will be in charge of the interface with your counterpart from the Security department. You will also be in charge of the official documentation.

Job description

• You plan, prepare and formalise the documents reviews
• You steer and participate in the writing and amending of documents (procedures, directives)
• You ensure that the documents are accredited (ensuring the sign off from all the individuals involved)
• You maintain the archiving of all the documents
• You ensure the official dispatch of the documents both internally and externally
• You ensure that the documentation is available at all times (via the IT network)
• You take care of the practical application of certain documents (both internally and towards service providers)
• You ensure the management of the list of the maintenance documents, of the inventory and update of the technical specifications, of the management of the various versions, and of the timescales of reviews
• You ensure the update of technical drawings
• You ensure the update of the database of official e-mails (sent and received)
• You participate in their drafting and in the writing of internal memos

Profile

• You ideally hold a relevant Bachelor
• You have +/- 5 years appropriate experience, ideally acquired in an industrial environment
• You have an excellent level of French, a good level of English and Dutch is a plus
• You are computer literate on MS Office (Word & Excel)
• You are rigorous but also have a creative mind
• You have excellent communications skills
• You are team minded and customer driven

Offer

• Starting date: A.S.A.P.!
• A full time, permanent contract
• A competitive salary and complete benefits package including luncheon vouchers (€8,00), Eco cheques (€250/year), health and group insurances, benefits in kind (free travel vouchers), 37 holiday days
• Working schedule: 38 hours/day
• A truly international and multicultural working environment in a fast developing company!

Our client is a world leader in management consulting. Founded in the US several decades ago, it now operates in 50 countries thanks to a network of 90 offices. The Brussels office counts +/- 100 staff and is centrally located. They are today recruiting an Executive Assistant to work alongside several Partners/Senior Managers.

Scope of the role

Working both at national and at international level, the successful candidate will provide day-to-day support to the activities of a team of extremely high-level Executives.

This person will have the following responsibilities:

• Managing the Executives’ diaries: this will include client meetings in Belgium and abroad, telephone meetings, videoconferences and internal meetings
• Organising highly complex and changing travel itineraries worldwide: transport, accommodation, travel documents, etc.
• Scheduling client meetings, team meeting and events
• Following up client cases and client development actions
• Building and maintaining relationships with the support staff of key clients
• Assisting with client communications (preparation of slides and of Word and Excel documents)
• Proofreading documents such as progress reports and proposals
• Processing time and expense reports on a timely basis: reconciling monthly corporate card charges
• Providing general administrative support: screening and responding to incoming communication, providing telephone support, mailing, copying, filing/archiving client material, contact management, voicemail and e-mail distribution
• Teaming up with other Executive Assistants ensuring a synergy in the team’s projects and processes
• Collaborating with other teams and departments

Profile Required for the Position:

• A Bachelor in Secretariat/Management Assistant/Languages
• A minimum of 4 years’ experience as Executive Assistant supporting Senior Executives in a complex and international environment and ideally in the professional services sector (consulting, legal, audit, etc.)
• Excellent written and spoken skills in French, Dutch and English
• Proficient MS Office skills (Outlook, Word, Excel and PowerPoint)
• Fluency in Dutch, English and French (spoken and written)
• Top-notch administrative skills, comfort in handling complex follow-up activities and juggling multiple tasks in parallel
• Superior sense of organisation, accuracy and rigour – a demonstrated ability to set priorities
• Strong interpersonal and communication skills and a talent for interacting with stakeholders of all levels
• An ability to come up with creative solutions when faced with challenges
• A high sense of discretion and confidentiality, treating sensitive information appropriately and handling external contacts with professionalism, tact and persistency
• A pleasant, well-rounded and mature personality with a positive attitude, a strong level of stress-resistance and a demonstrated client-orientation
• A curious mind and intellectual agility, a genuine interest in the bigger picture

Offer

• Permanent contract
• A competitive salary with a very good package including luncheon vouchers, group and health insurance
• The opportunity to work in a prestigious and intellectually stimulating environment
• Location: central Brussels, therefore accessible by public transport
• Starting date: A.S.A.P.!

Our client is a company specialised in the distribution and installation of audio-visual equipment, they work with multinationals in Belgium and abroad.  They are currently recruiting a talented Office & Commercial Assistant for their office in Leuven (6 staff).

Purpose of the role:

Ensuring the smooth running of the office on an administrative level.   Daily responsibilities will include: managing a variation of administrative & organisational tasks for the director, preparing and following up on offers for clients, ordering new products and equipment, invoicing.

Job description:

• Preparing and sending offers to clients (daily)
• Ordering new products & equipment with suppliers and following up on the whole order and delivery process
• Receiving the goods upon arrival, labelling them and preparing a batch per client/project, liaising with the technicians to make sure they go to clients with correct products/equipment
• Preparing invoices and sending them to the clients on a weekly basis
• Registering client and suppliers invoices in the accounting software
• Manning the reception: handling incoming telephone calls, welcoming visitors, making sure the reception & client areas always look professional
• Preparing the meeting rooms for demonstrations with clients
• Updating contact and address lists
• Liaising with all the suppliers, ordering supplies for the kitchen and the office,, organising catering for small events in the office, etc.
• Coordinating travels and meetings for the director
• Occasionally organising client events
• Ad-hoc projects, e.g. research work on costs & regulations regarding transport and customs for clients with a location abroad

Profile:

• Minimum 4-5 years of relevant experience as a commercial assistant, management assistant, all-round office assistant – ideally acquired in a small company
• A Bachelor’s Degree in Office Management, Management Assistant, Languages,…is an important asset
• Fluency in Dutch & English with an operational level in French
• PC literate (mainly Word, Excel, Outlook)
• You are autonomous, organised and you are able to set clear priorities
• You are analytical, figure minded and you work with a lot of eye for detail
• You have excellent communication skills and you are very service & client oriented
• You have a proactive & flexible attitude, you can adjust easily to changing circumstances
• You enjoy working in a smaller team

Offer:

• A full-time and permanent contract
• Starting date: as soon as possible
• Company is located in Leuven (3001) and can be reached with public transport (bus).
• Competitive salary package with extra-legal benefits
• A challenging and varied position within a really nice team and an interesting sector!

Our client is an investment company located in Brussels. They support strong ethical values such as respect, integrity, discretion and team spirit. Their investment department consists of +/- 15 people and is currently confronted with a significant increase in the workload.   Due to this increase in workload and because the company is also growing, they are currently recruiting an additional Management Assistant who will be working together with 2 other Assistants in the department.

Job description:

• Offering administrative and logistical support to a team of Investment Managers
• Agenda management: preparing and organising various internal and external meetings
• Coordinating national and international business travel (tickets, hotels, taxis, itineraries, …)
• Organising conference calls
• Coordinating internal events
• Contacts management: updating lists with addresses and telephone numbers/email addresses
• Collecting, compiling and distributing relevant information within the team (deals flow management, minutes of meetings, reports, …)
• Managing incoming calls for the team and ensuring a proactive follow-up
• Ad-hoc projects if and when necessary

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 department and of the company.

Profile:

• You are bilingual French/English, any other language is an asset (Dutch, German, Spanish, Italian, …)
• You ideally hold a bachelor’s degree in office management, Management Assistant, Languages, …
• You possess at least 5 years of proven experience in a similar role. An experience in a similar environment is a significant plus (private equity, financial sector, …)
• You are computer literate (MS Office, SharePoint, SalesForce or other CRMs, databases, internet, …)
• You have excellent interpersonal skills, you are motivated, professional and integer
• You can communicate with courtesy and diplomacy; you understand the importance of discretion & confidentiality in a business environment
• You anticipate deadlines and you plan your work accordingly
• You can adjust easily to changing priorities and circumstances
• You have a strong team spirit and a genuine sense of collaboration; you will be working closely together with 2 other assistants in the department

Offer & practicalities:

• Starting date: ASAP!
• Temporary contract (6 months) with the possibility of a permanent contract afterwards
• Competitive salary
• Fringe benefits: luncheon vouchers, partial reimbursement of transport costs
• Access: the company is located in central Brussels and is therefore easily accessible by public transport
• Hours: 38/week

 

Our client is an international association in the field of medical research. They coordinate clinical trials worldwide in partnership with their 50+ member organisations. Their Brussels office gather +/- 30 staff and is located in the heart of the city (easy access via public transport). They are today expanding and are looking for a diligent Communications Coordinator to work as part of their closely knit Communications Team.

Purpose of the role

To provide support to the communications team, working closely with team members and assisting on a broad variety of communications-related tasks. 

Job description

• Working with Communications Managers to execute communications-related tasks in view of promoting virtual and in-person events and partnerships
• Cooperating with the teams active in networking and relationship building with the organisation’s member groups
• Communicating key messages to the scientific community
• Assisting in the use and management of social media platforms (Instagram, Facebook Twitter, Linked In, etc.) by drafting, scheduling, posting content, tracking and analysing analytics, developing ways to improve the organisation’s public visibility and increasing the number of followers and supporters
• Using the latest communications technologies
• Creating and/or managing a service provider to create and maintain the organisation’s graphics and materials, including info graphics, social media graphics, invitations, special campaigns, events signage, tax attestations, greeting cards, newsletters, brochures, factsheets, background briefs, PowerPoint presentations, templates and reports
• Managing the image/graphic acquisition and files for the staff to use
• Helping to upgrade and maintain the existing website using tools such as WordPress
• Supporting web content creation, posting and page design (in Dutch, English and French)
• Assisting in press and public relation campaigns, e.g. researching/drafting press releases, managing media lists and contact databases, conducting media monitoring using related tools
• Assisting in promoting and achieving a consistent style and messaging throughout internal and external communications
• Drafting and proofreading various documents (for publication, annual report, website and social media content)
• Acting as SPOC for designers, printers, translators and other service providers
• Assisting in a variety of administrative tasks using several tools, including CRM and fundraising platform
• Watching trends in new communications tools and learning/using them when needed to keep communications dynamic and relevant
• Participating in the organisation’s events

Profile

• You hold a Bachelor in Communications, Marketing or equivalent
• You have at least 2 years relevant experience and/or traineeships
• You are a “tech-savvy” and particularly at ease with digital communication in general and social media in particular
• You have outstanding spoken and written Dutch and English and a very good level of French
• You are very comfortable with a wide variety of technical and creative software packages and are eager to learn new ones (CRM, iRaiser, Adobe Creative Cloud, Hootsuite, Canva, Mailchimp, Cision, etc.)
• You are flexible, well organised and problem-solving oriented
• You operate well within a diverse team but you also are autonomous
• You have a strong sense of responsibility and ethics
• You have a real eye for detail,
• And, last but not least, you are a positive and enthusiastic individual who wants to contribute to the success of a key international player in the field of medical research

Offer

• A permanent and full time contract
• Starting date: as soon as possible!
• A competitive salary and comprehensive benefits package including luncheon vouchers (€8,00), Eco vouchers (€ 250/year), health insurance, pension scheme, full reimbursement of transport costs, cell phone, laptop, 26 holiday days
• Working hours: 38h00/week, regular hours
• Location: the offices are located in the centre of Brussels and are very accessible by public transport (metro/tram)
• The opportunity to work in a stimulating environment and for an organisation, which genuinely makes a difference!

 

 

Our client is a well-established, international company active in the transport industry. They are currently recruiting a diligent Internal Communications Officer to join their team (3 staff). Their offices are located in the centre of Brussels (easy to reach with public transport) and they employ +/- 170 people.

Purpose of the role

To convey information and news about the company to the staff, to initiate communications actions in order to boost their feeling of belonging and their job satisfaction. The Communications Officer supports the Manager in the communications strategy and in the implementation of projects. Their leverages are the cooperation between the various departments, the support to change management and the command of graphic design tools.

 Job description

• To accompany Project Managers in the implementation of a communications plan for internal projects
• To define the targets of the communications actions, to make relevant proposals in terms of the type of messages to deliver and the distribution means
• To analyse and identify the relevant communications tools and to ensure their implementations
• To ensure the coherence of the messages amongst the various media used
• To ensure the daily liaising with partners, clients, suppliers, distributors, etc.
• To conduct quantitative and qualitative studies of the communications actions, to ensure that they are constantly improving
• To act as the internal communications plan specialist for the staff
• To keep abreast of developments in the field of communication
• To prepare newsletters (writing, editing)
• To coordinate and supervise the production stages, together with the departments involved
• To ensure the improvement, conception and adaptation of new internal communications tools (flyers, brochures, etc.)
• To ensure the creation of visual content (computer graphics, posters, presentations, motion design videos, etc.)
• To coordinate, with external partners, the various orders of visual content (creation of the message, briefing, instructions)
• To ensure that the company values are present in the messages whether they are written, visual or audio-visual
• To support the management team and the Head of Communications in the implementation of actions supporting change management

Profile

• You hold a relevant Masters degree (Communication, Journalism, etc.)
• You already possess 3 years of experience in a similar role (Communications Officer or Project Management)
• You possess an excellent knowledge of French (spoken and written) and have an advanced level of English. Knowledge of Dutch is a plus
• You are a digital native and are comfortable with new technologies and innovation in general
• You possess technical skills in the field of desktop publishing, office software applications, editing, videos, web and graphics design
• You are comfortable with the usual photo/video software and MS Office (Outlook)
• You have excellent writing skills and are creative
• You are genuinely team minded
• You have the ability to see the big picture
• You are rigorous and you know how to meet deadlines
• You are open minded with a positive attitude

Offer

• Starting date: A.S.A.P.!
• A full time, permanent contract
• A competitive salary and complete benefits package including luncheon vouchers (€8,00), Eco cheques (€250,00), health and group insurances, benefits in kind (free travel vouchers), 37 holiday days
• Working schedule: 38 hours/day, possibility of homeworking (1 day/week), flexitime, some occasional overtime (will be recuperated)
• A truly international and multicultural working environment in a fast developing company!

Our client is a well-established, international company active in the transport industry.  They are currently recruiting a diligent Legal Counsel to join their team (6 staff). Their offices are located in the centre of Brussels (easy to reach with public transport) and they employ +/- 170 people.

Purpose of the role

To enforce the contractual policy of the company through the handling of various contractual documents; to manage the database of the Legal department; to provide legal support to the various services; to provide support to the Head of Legal in the managing of the brands portfolio and domain names; to provide support to the legal department in regards to legal watch; to provide support to the Customer Service department regarding the handling of customer complaints; to provide support regarding the budget management of the legal department.

 Job description

• To assist in the protection of the company’s interests, including initiating legal procedures
• To assist on litigation
• To assist in the validation of the legal strategy as put forward by external consulting partners
• To daily manage the brands portfolio and domain names of the company
• To participate in the implementation of a sales strategy together with the Sales and/or IT departments
• To follow up the new regulations, which have an impact on the legal work
• To ensure the legal watch in the field of transport
• To handle the legal files sent by the Customer Service department
• To assist in the writing of replies to customer complaints
• To follow up the budget of the legal department together with the finance and/or accounting departments
• To provide in-depth legal advice to the various departments of the company
• To create advisory notes on various topics for the departments of the company and, when needed, to organise training sessions for the staff
• To upload data into Navision
• To follow up the development of the in-house software together with the other departments
• To manage the software as Administrator
• To contact the external helpdesk and the IT department for the correction of bugs

 Profile

• You hold a Masters degree in Belgian or French Law
• You already possess 3 to 5 years of experience in a similar role
• You possess an excellent knowledge of French and have an advanced level of English
• You are analytical
• You are structured and rigorous
• You are organised and know how to manage priorities
• You are autonomous, yet you enjoy being part of a team
• You possess very good communication skills
• You are committed, positive and enthusiastic

Offer

• Starting date: A.S.A.P.!
• A full time, permanent contract
• A competitive salary and complete benefits package including luncheon vouchers (€8,00), Eco cheques (€250,00), health and group insurances, benefits in kind (free travel vouchers), 37 holiday days
• Working schedule: 38 hours/day
• A truly international and multicultural working environment in a fast developing company!