Our client is a leading global provider of HR solutions    Their Belgian offices (+/- 20 people) are located in central Brussels and are therefore very accessible by public transport.  They are currently recruiting a diligent Receptionist.

Job description:

• Answering, screening and forwarding incoming phone calls while providing basic information
• Serving visitors by greeting, welcoming, directing and announcing them appropriately
• Booking conference rooms and ensuring all relevant equipment, material and refreshments are provided
• Preparing the meeting rooms (including IT/audio-visual equipment, setting up Skype/ Facetime/video conference meetings if necessary)
• Ordering and coordinating lunches & catering
• Ordering kitchen supplies for the office & the meeting rooms
• Ordering taxis and express courier
• Receiving, sorting and distributing daily mail/newspapers/deliveries/couriers
• Manage smooth functioning of office environment (e.g. changing water tanks, filling copier, changing cartridges, etc.)
• Updating internal telephone list
• Performing other clerical receptionist duties such as filing, photocopying, collating, faxing, etc.
• Helping out
• Assisting with more complex administrative duties when needed (registering information & documents in the database, handling the layout of documents, etc.)
• Assisting with the organisation of clients or staff events
• Making sure the reception and client area are constantly professional looking

Profile:

• You are fluent in Dutch, English and French
• You possess ideally 2-5 years of experience in a similar role – preferably in a similar environment (service sector)
• You are able to represent the company in a professional way (smart presentation)
• You are able to maintain confidential information and you have the ability to field phone calls with enthusiasm, professionalism, tact, common sense and persistency
• You show an absolute drive towards professionalism & client satisfaction
• You are organised and rigorous, you work with a genuine eye for detail
• You are proactive & solution oriented
• You are a good team player and you have a flexible attitude

Offer:

• A permanent contract
• Starting date: as soon as possible!
• Working hours: it is a part-time position (27h/week). Ideal working schedule: Monday & Wednesday: 7:30-12:30, Tuesday & Thursday: 14:00-18:30 and Friday: 7:30-16:00.
• A competitive salary and comprehensive benefits package
• International and very dynamic working environment with room for initiative
• The opportunity to work in a quality oriented, corporate environment in very nice offices in the centre of Brussels!

Our client is an international association in the field of cancer research. Their Brussels office consists of +/- 40 staff and is located in the heart of the city (easy access via public transport).  They are today looking to recruit a Communications Officer to work in their Philanthropy Department (4 staff).

Purpose of the role:

To collaborate with a team (chief philanthropy officer, communications manager, events coordinator) in managing a variety of communication & marketing activities.

Job description:

Marketing & fundraising activities

• Acquiring a comprehensive understanding of the responsibilities of the Philanthropy Unit, including gift processing and acknowledgment
• Helping to improve the donor journey and designing creative and impactful approaches
• Segmenting the CRM database as needed, to tailor approach to specific donor groups
• Conducting general research as needed, for example to identify potential donor opportunities, including with companies, foundations and trusts
• Supporting the preparation of fundraising events in collaboration with the events coordinator
• Helping to prepare direct mailing and e-mailing campaigns (creative concept, copywriting, contacts with suppliers, production and distribution)

Communication activities

• Developing fundraising focused materials to ensure ambassadors, staff and volunteers have the tools necessary to communicate the right messages about the organisation and its activities
• Developing tailored communications as needed, to meet the needs of segmented donor groups: web pages, donation pages, PowerPoints, videos, printed material, …
• Developing and managing digital channels, content for the website/social media (copywriting, translations), improving SEO/SEA and making updates as required
• Using, feeding and monitoring social networking according to approved policies to raise & monitor awareness about the organisation
• Writing, developing and distributing regular newsletters to supporting groups of the organisation, using CRM/databases
• Analysing the results of communication tools and campaigns

Other

• Helping to coordinate the activities of the Philanthropy Unit with those of other units within the organisation
• Performing a variety of general and specific administrative functions as well as other duties as assigned

Profile:

• Bachelor’s or Master’s Degree in Communications, Marketing or equivalent
• Minimum 2 to 4 years of relevant work experience
• Fluency in written & spoken Dutch and English, an operational level in French
• Ability to develop and write compelling content for philanthropy-oriented communications materials, newsletters, website, social media and other platforms
• Easiness with digital communication
• Computer literacy and knowledge of a wide variety of software packages, such as MS Office Professional. Knowledge of iRaiser payment platform, Adobe Creative Cloud and MailChimp are a plus.
• Excellent interpersonal and networking skills, both with large groups and individuals
• Ability to work in a team, but also independently
• Strong sense of responsibility and ethics
• Excellent organisational and time-management skills, ability to multi-task and problem-solve in a busy environment
• Open-minded, positive and engaging personality

Offer:

• A permanent contract
• Full-time schedule during the first 3 months, afterwards 4/5th
• Starting date: as soon as possible!
• A competitive salary and benefits package
• Working hours: 38h/week for a full time, 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 international environment, and for an organisation which genuinely makes a difference!

Our client is a fast-growing and innovative company specialised in project development within the real estate sector.  Their offices (+/- 10 people) are located in 1180 Brussels close to a train station.  They are currently looking for a diligent assistant/office manager who will be responsible for the office management and who will assist the 2 managing directors and the finance department in their daily activities.

Job description

Finance & legal support and general administrative duties (60% of the role)

• Handling incoming & outgoing mail and e-mails
• Registering accounting-related documents in the internal system (scanning invoices, bank statements, VAT
• Filing (on paper & electronically) of relevant legal & financial documents
• Following-up on the approval process of invoices & payments
• Preparing payments (suppliers’ invoices, VAT payments,  salaries, …)
• Preparing sales and intercompany invoices
• Handling the payroll administration and the administration related to the extra-legal benefits (for 3 employees) in collaboration with the social secretariat
• Following-up on subside files (following the correct administrative procedure, liaising with  administrative institutions, …)
• Handling insurances: liaising with the broker, following-up on expiration dates, preparing and sending documents, …
• Following-up on contracts and addenda : checking expiration dates, handling renewals, etc.

Office management & support to the managing directors  (20% of the role)

• Welcoming visitors, handling incoming calls, agenda and travel management
• Ordering office & kitchen supplies for the office & the meeting rooms, managing the smooth functioning of the office environment (e.g. changing cartridges, making sure office material & equipment is quickly repaired in case of technical issues, etc.), liaising with suppliers, etc.
• General administrative duties (updating contact lists, sending registered letters, filing documents, …)
• Organising small events such as a staff party, office drinks, a banquet, etc.

Support to the Operations Department (20% of the role)

• Preparing files and liaising with the notaries to send or obtain certain documents, e.g. property acts, provisional sales agreements, soil certificates, environmental permits, etc.
• Property/rental management: preparing contracts, liaising with the syndic, handling indexations of rent,  calculating charges, sending reminders if necessary, etc.
• Liaising with the buyers
• Scanning & copying documents, handling translations, sending mailings

Other tasks (occasionally)

• Preparing presentations
• Conducting market research
• Managing the external communication for the company: communications and advertisements on LinkedIn & other social media, updating the company’s website, managing the advertisements on Immoweb, etc.
• Assisting with digitalisation projects: identifying possible new digital tools and analysing their added value, working out a implementation strategy, improving the efficiency of existing tools, etc.

Profile

The ideal candidate has the following profile :

• Bachelor’s Degree in Office Management, Management Assistant, Accounting, Languages, …
• Excellent level in French, operational level in Dutch and English
• Approximately 5 years of experience in a similar role, ideally within a smaller company
• Experience within real estate or property development can be a real asset
• Analytical and figure-minded person, previous experience within a finance or accounting department can be an asset
• Computer literate (Word, Excel, …), you will be working with Apple/Mac in this role.  Experience working with financial/accounting software (Exact, AFAS, SAP, Oracle, …) can be an asset.
• Strong communication skills (oral + written)
• Organised and efficient, able to set clear priorities
• Resourceful, service-minded and “can do”- attitude
• Dynamic and curious person, not afraid to ask questions, to take initiatives ad suggest improvements of existing procedures
• Good team spirit, motivated to work in a smaller team

Offer

• A full-time and permanent contract
• Ideal starting date : September 2019
• Working hours : 38h/week
• Attractive salary and benefits package
• Location : 1180 Brussels (Uccle), accessible by car, train, tram or bus
• A dynamic and stimulating working environment where entrepreneurship and initiative is encouraged!

Our client is an international association in the field of cancer research. They coordinate clinical trials worldwide in partnership with their 50+ member organisations. Their Brussels office gather +/- 40 staff and is located in the heart of the city (easy access via public transport). They are today looking to recruit a diligent Budget Officer to report to the Financial & HR Director.

Purpose of the role:

To manage the budget activities of the association related to the various clinical trials, research programmes and grants, including related reports

 Job description:

• Preparing and participating in the negotiation and follow-up of clinical research budgets, together with project teams.
• Being responsible for the grants’ budget preparation and financial reporting
• Administering allotted clinical research funds in accordance with the budget, agreed upon milestones and approved procedures
• Participating in the negotiation of the financial aspects of contracts developed for collaborations and clinical trials
• Proposing and helping to develop needed systems such as new templates (budget, reporting), SOPs, policies, etc.
• Devising ways to improve the efficiency of the finance department in consultation with other team members
• Acting as a main financial contact for study/project partners and sponsors (members, pharmaceutical companies, foundations, etc.).

Profile:

• You hold a Bachelor‘s degree in finance
• You have +/- 5 years experience, some of it in a similar role
• You are fluent in English (spoken & written), additional languages are a plus
• You have an excellent knowledge ofExcel(Vlook up, Hlook up, Index Match, filters, pivot tables, etc.)
• An experience in Clinical Research is a plus
• You have the ability to work effectively in multicultural teams, as well as independently
• You are highly organised with good time management skills to support multiple projects concurrently and meet strict deadlines
• You have an excellent capacity for analysing data and numbers, with a particular attention to budget management
• You pay attention to detail, are genuinely figure minded and have an analytical approach
• You are positive, enthusiastic and energetic, with a hands-on approach

• You have a strong sense of responsibilityand ethics and are very reliable

Offer:

• A permanent contract
• A full time or part time contract (80%)
• Starting date: 1^st September 2019
• A competitive salary and comprehensive benefits package including luncheon vouchers (€8,00), Eco-chèqyes (€250/year), health insurance (fully paid by the employer), group insurance, full reimbursement of transport costs, home internet connection, cell phone, laptop, 26 holiday days
• Location: the offices are located in the centre of Brussels and are very accessible by public transport (metro/tram)
• Homeworking: for a full time, possibility of homeworking (1 day/week) after 6 months
• The opportunity to work in a stimulating environment and for an organisation, which genuinely makes a difference!

Our client is an international association in the field of cancer research. They coordinate clinical trials worldwide in partnership with their 50+ member organisations. Their Brussels office gather +/- 40 staff and is located in the heart of the city (easy access via public transport). They are today looking to recruit a diligent HR Administrative Officer.

 Purpose of the role:

To provide daily support to the Senior HR Manager and to the HR department. The responsibilities include processing employee data throughout the employee life cycle, payroll administration, updating company policies and assisting in the hiring process.

Job description:

• Maintaining physical and digital personnel records such as employment contracts and amendments
• Updating internal personnel databases (on boarding, off boarding, promotion, resignation, etc.)
• Coordinating the recruitment process: publishing ads, screening incoming CVs, scheduling job interviews and contacting candidates as needed
• Responding to employees’ queries regarding social legislation (for instance, eligibility to various leaves such as parental leave, number of holiday days, payroll related issues, etc.)
• Being responsible for the payroll administration: entering payroll data into the system, being the main point of contact for the social secretariat (Partena)
• Being responsible for social security quarterly declarations
• Liaising with external partners such as Mensura
• Liaising with the insurance broker for hospitalisation and pension plan insurances

Profile:

• You ideally hold a Bachelor in HR/Personnel Administration
• You have already gained +/- 2-3 years experience in a similar role including in payroll administration
• You are perfectly fluent in English (written and spoken), have a working knowledge of French or Dutch and an operational knowledge of the other

• You have a strong knowledge of Belgian social legislation
• You are ideally familiar with Human Resources Information Systems (HRIS)
• You are proficient on MS office
• You pay attention to detail, have a professional attitude and the ability to maintain confidentiality
• You operate with high-integrity
• You work effectively in multicultural teams, as well as independently
• You have good verbal and written communication skills

Offer:

• A permanent contract
• A part time contract (80%), specific working schedule to be determined
• Starting date: 1^stSeptember 2019
• A competitive salary and comprehensive benefits package including luncheon vouchers (€8,00), Eco-chèqyes (€250/year), health insurance (fully paid by the employer), group insurance, full reimbursement of transport costs, home internet connection, cell phone, laptop, 26 holiday days
• 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 high profile, human-sized organisation (7staff) providing expert advice and consulting in the field of regulations for companies operating on the EU market. Their members include influential Academics and universities, regulation authorities and private companies. Their offices are located close to the Bois de la Cambre/Ter Kameren and are therefore accessible by public transport. They are experiencing a significant growth and are recruiting an Administrative Assistant to report to the Executive Assistant/Office Manager.

Job description:

• To handle, analyse and dispatch the incoming mail
• To handle incoming phone calls, welcome visitors
• To check incoming contracts, to submit them for signature by the General Director
• To follow up the file associated to each contract (follow up by e-mail, phone, etc.)
• To handle the invoicing: to prepare the outgoing invoices (using Word), to input them into an Excel spread sheet
• To manage the diary of the General Director (using Outlook)
• To organise meetings and business trips (mostly in Europe)
• To prepare expense reports
• To provide support to the other Managers
• To participate in the organisation of weekly events taking place in Brussels: sending invitations, preparing lists of participants, to prepare badges, goody bags, to attend the events, etc.
• To liaise with high profile partners (Key note speakers such as EU Commissioners or influential political or business figures)
• To perform facilities and office management duties: liaising with the landlord, ordering office and kitchen supplies, liaising with IT/telecom companies

Profile:

• The ideal candidate has +/- 5 years experience in an Administrative Assistant role
• You have an excellent level of English (spoken and written) as it is the working language. You are fluent in French (spoken and written). Dutch is a plus.
• You possess very good skills on MS Office (Word, Excel, PowerPoint & Outlook)
• You have an excellent business presentation, are well spoken and well mannered
• You have excellent communication and interpersonal skills and can operate in a rather formal environment
• You are extremely precise, rigorous, organised, with a genuine eye for detail
• You are stress resistant and reliable
• You are a very good team player
• You also are very diplomatic and discrete
• You are flexible and a genuine all rounder
• You thrive on offering a first class service to your internal clients (and primarily to the General Director)

Offer:

• A permanent contract
• A full time contract
• Starting date: end of July/beginning of August 2019
• A competitive salary and comprehensive benefits package including luncheon vouchers (€7,00), health insurance (after 6 months), possibility of a monthly net allowance, 20 holiday days
• Working hours (38h00/week): 9.00 am-6.00 pm (4 days/week,) and 2 hours less on the 5^thday
• The opportunity to work in a quality oriented and intellectually stimulating environment in very nice offices!

Our client is an innovative consulting firm operating in various fields including healthcare, the food industry, aeronautics, and the chemical, space and defence industries. Their 200 staff is spread across 8 offices in Europe, Asia and the US. Their human-sized Brussels office (12 staff) is currently recruiting a diligent Office Assistant/Manager.

Purpose of the job

To be responsible for the smooth running of the office. To be in charge of: facilities & office management, HR & payroll coordination, personnel administration, accounting follow up, Assistant duties, event organising and project support.

Job description

Office & Facilities management

• To liaise with suppliers and third parts such as the cleaning company, the landlord, the insurance broker, the SNCB/NMBS, the STIB/MIVB, Proximus, etc.
• To order office and kitchen supplies for the whole office
• To man the reception (handling incoming phone calls, welcoming visitors, etc.)

HR, personnel administration & payroll

• To handle the recruitment process of Consultants
• To prepare adverts, to post them online, to handle incoming CVs together with the CEO
• To manage campus recruitment
• To coordinate the organisation of bi-weekly collective interview sessions: to welcome the candidates (5 to 10/session), to explain to them the procedure, to liaise with interviewers, etc.
• To organise 2^ndand 3^rdrounds
• To organise the administrative on-boarding and off-boarding of staff (Dimona, registration/cancellation on the health and group insurances, etc.)
• To coordinate the payroll with the social secretariat (Group S): to enter the payroll data on the screen interface, to order luncheon vouchers, etc.

Event organising

• Organising monthly company events
• Organising social events (3 times/year)
• Organising team building activities, etc.

Accounting coordination

• Handling suppliers invoices: receiving them, checking them, sending them to the head office in Paris for payment
• Preparing client invoices
• Preparing the P&L with the CEO using the ERP and Excel
• Liaising with the Chartered Accountant and with the Finance Director based in Paris
• To occasionally do bad debt chasing

Assistant duties

• To organise the business trips of the CEO: weekly basis, mostly to Paris and Amsterdam
• To update the ERP with information such as client contact details
• To handle his expense reports and the expense reports of other Consultants (using the ERP)

Project follow up

• To administratively follow up projects
• To input project data in the ERP, to close ending projects
• To archive closed projects

Profile

• You hold a relevant Bachelor (Office Management, Accounting, Languages, etc.)
• You are bilingual in English and French (written and spoken)
• You already have a first experience in a varied office support position
• You are PC literate (MS Office, especially Excel and Word)
• You are dynamic, positive and are genuinely team minded
• You enjoy working in a multicultural environment
• You have excellent interpersonal skills
• You are resourceful and enjoy being accountable and have your own area of responsibilities

Offer

• A permanent, full time contract (could also be a 4/5^th)
• Starting date: as soon as possible
• A competitive salary and fringe benefits package including luncheon vouchers (€ 7,00), health insurance (DKV), group insurance, full reimbursement of transport costs
• Access: the company is located in the heart of Brussels and is very accessible by public transport
• Hours: 38h00/week, regular working hours
• 25 holiday days/year
• The opportunity to work in a truly international and intellectually stimulating environment!

 

 

Our client offers accounting, tax & legal services to international clients worldwide.  In Belgium they employ +/- 200 people in 4 locations.   For their Ghent office they are currently recruiting a diligent receptionist who will be part of their administrative support team (3 people).

Job description:

• Answering, screening and forwarding incoming phone calls while providing basic information
• Serving visitors by greeting, welcoming, directing and announcing them appropriately
• Booking meeting rooms and ensuring all relevant equipment, material and refreshments are provided
• Preparing the meeting rooms (including IT/audio-visual equipment, setting up Skype/ Facetime/video conference meetings if necessary)
• Ordering and coordinating lunches & catering
• Ordering kitchen supplies for the office & the meeting rooms
• Ordering taxis and express courier
• Receiving, sorting and distributing daily mail/newspapers/deliveries/couriers
• Manage smooth functioning of office environment (e.g. changing water tanks, filling copier, changing cartridges, etc.)
• Updating internal telephone list
• Performing other clerical receptionist duties such as filing, photocopying, faxing, etc.
• Making sure the reception and client area are constantly professional looking

Profile:

• You are fluent in Dutch, English and French
• You possess ideally 2-5 years of experience in a similar role – preferably in a similar environment (service sector)
• You are able to represent the company in a professional way (smart presentation)
• You are able to maintain confidential information and you have the ability to field phone calls with enthusiasm, professionalism, tact, common sense and persistency
• You show an absolute drive towards professionalism & client satisfaction
• You are organised and rigorous, you work with a genuine eye for detail
• You are proactive & solution oriented
• You are a good team player and you have a flexible and down-to-earth attitude

Offer:

• A permanent contract
• Starting date: as soon as possible!
• Working hours: 9.30am-6pm (8am-5pm on Fridays)
• A competitive salary and comprehensive benefits package
• Pleasant and dynamic working environment
• The opportunity to work in a quality-oriented, corporate environment in Ghent

Our client is a privately-owned company and a world leader in its sector.  With their innovative products and approach, they have been serving clients for over 100 years in more than 60 countries across Europe, the Middle East and Africa.  For their headquarters in Zaventem, they are currently recruiting a diligent Management/Executive Assistant to reinforce their support team (3 people).

Job description:

In your role as Management Assistant you will be assisting the CFO and the COO in their daily activities:

• proactive management of complex diaries
• coordination of international travels (including visa applications, multi-mode arrangements, detailed travel itineraries and travel expenses)
• organisation of management meetings and events in various locations across Europe (including full logistics)
• organisation of conference calls/videoconferences
• preparation of presentations, including data collection and integration
• general office administration: screening telephone calls, following-up on emails, filing relevant documents, preparing meeting rooms, preparing and following-up on purchase orders & invoices, scanning/photocopying/binding documents, etc.
• liaising with high-profile internal & external parties (members of top management, clients, vendors, …)
• back-up for the Personal Assistant of the CEO
• back-up for another Management Assistant who is the dedicated assistant of 2 VPs
• supporting other members of the Management Team if and when needed

Profile:

• The ideal candidate holds – at least – a Bachelor’s Degree in Office Management, Languages, Business Administration …
• You have excellent oral and written skills in English. Any other European language would be an asset (German, French, Dutch, Eastern European languages, …)
• You possess minimum 3-4 years of experience in a similar role in an international corporate environment
• You have experience working for multiple top-level senior executives
• You are computer literate and possess advanced skills in MS Office & other software (Word, Excel, PowerPoint, Outlook, SAP)
• You are precise and rigorous, with a genuine eye for detail
• You are highly organised and able to set clear priorities
• You are a strong problem solver with a can-do mindset looking for continuous improvement
• You are proactive and you easily take ownership over your work, you are able to complete tasks with limited input/supervision
• You are able to communicate and work well with stakeholders at all levels in the organisation
• You are a team player but you are also able to work autonomously
• You are flexible (occasional overtime) and eager to learn & grow in this role

Offer:

• A permanent contract
• Starting date: as soon as possible!
• Working hours: full-time contract, 38.5h/week
• A very competitive salary and comprehensive benefits package (luncheon vouchers, health and group insurance, travel allowance, 20 + 6 holidays)
• International and very dynamic working environment with room for initiative & personal growth
• Location: offices are situated in Zaventem so ideally you are able to commute to the offices by own car

Our client is an international association in the field of cancer 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). In order to cover for a maternity leave, they are today looking to recruit an experienced Legal Advisor to work in the Legal Department (4 staff).

Purpose of the role

 To collaborate with an extended team (legal advisors, Data Protection Officer, project managers, medical advisors, CEO, etc.) in managing the day-to-day contracts process in an efficient and timely manner.

Job description:

• Drafting, reviewing, negotiating and finalising all types of agreements related to cancer research including, without limitation, confidentiality agreements, letters of intent, clinical study agreements (e.g., with pharmaceutical companies, association members and partners, individual hospitals, vendors), consortium agreements, service agreements, grant agreements, as well as other related documents
• Working and liaising with team members to facilitate the coordination of the legal aspects of various study activities (e.g., start-up, amendment, termination)
• Advising on any legal and ethical issues related to the research being developed or conducted (e.g., informed consent, governance, etc.)
• Advising on a variety of other legal matters related to the running of the organisation (e.g., insurance, statutes, etc.)
• Advising on legal matters related to fundraising activities, when necessary

Profile:

• You hold a Master’s in Law
• You have 4 to 6 years experience in contracts law ideally acquired in a law firm as Lawyer/Barrister
• An experience in the field of clinical research or in the medical sector is a strong asset
• Fluent written and spoken English; Other languages are an asset
• Ability to work effectively in a multicultural environment
• Ability to work in a team, but also independently
• Strong sense of responsibilityand ethics
• Excellent organisationaland time-management skills,not losing sight of both short- and long-term objectives
• You are detail-oriented and precise
• You are able to multi-task and problem-solve in a busy and sometimes stressful environment
• You can work proactively, anticipate needs and follow things through
• You have a high level of integrity and professionalism, are able to maintain confidentiality and discretion at all times
• You are a positive individual with an engaging personality

Offer:

• A 1 year full time contract
• Starting date: as soon as possible!
• A competitive salary and benefits package
• 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 international environment, and for an organisation which genuinely makes a difference!