Our client is a high-profile international HR Consultancy with subsidiaries worldwide. Their Belgian offices (+/- 25 people) are located in central Brussels and are therefore very accessible by public transport. They are currently recruiting a diligent individual to work for 2 Consultants.

Job description:

• diary management
• coordinating travels & accommodation, preparing detailed travel itineraries
• organising internal and external meetings
• coordinating logistics for client meetings (travel, hotel, conference rooms, videoconferences, etc.)
• drawing up client proposals, progress reports, project specifications, etc.
• monitoring incoming emails and ensuring a timely follow-up
• drafting letters and emails
• preparing PowerPoint presentations for various meetings & seminars
• updating and reviewing database information
• coordinating and following-up on invoices per assignment/project
• handling incoming calls, filtering calls when appropriate, taking messages
• having regular phone contacts with high-profile external partners (including clients)
• some research work (new clients, industry news, etc.)
• proactively following-up on all projects/assignments
• filing relevant documents after each project

Profile:

• Perfect knowledge of English (oral and written) and fluency in at least 1 of the 2 national languages (Dutch or French).
• You have minimum 5-7 years of experience in a role of Management/Executive Assistant, ideally in the service sector (e.g. legal, consultancy, …)
• You are computer literate and possess advanced skills in word processing (Microsoft Word). A good knowledge of PowerPoint can be a strong asset.
• You have top-of-the-range administrative skills and an absolute drive towards professionalism & client satisfaction
• You are well organised, precise & rigorous and you are able to set priorities
• You are proactive & solution oriented and you like juggling multiple activities
• You are always diplomatic and you are able to treat confidential information appropriately
• You are able to handle phone calls with professionalism, common sense & persistency and you are able to communicate at all levels
• You want to be part of a team and you stress resistant

Offer:

• A permanent contract
• Starting date: as soon as possible
• A competitive salary and comprehensive benefits package (including luncheon vouchers, health insurance, group insurance, bonus & 100% reimbursement of public transport costs, possibility to work from home during 1 day/week)
• International and dynamic working environment with a very good team spirit!
• The opportunity to work for a boss who really enjoys working with a proactive right-hand who doesn’t hesitate to take initiatives!

SUMMARY OF THE ROLE

Assisting the Managing Partner and 2 Associates in an international law firm in the city centre of Brussels (easy access with public transport).  Providing high-quality secretarial services, managing agendas and travels, handling incoming mail/telephone calls, arranging meetings and modifying documents. Working languages in the department are English and French.  It is a busy role and department so an accurate way of working, a good communication and a positive & proactive attitude are really important.

JOB DESCRIPTION

• Managing agendas
• Making travel arrangements
• Arranging meetings, both internal and external, and managing & coordinating appointment diaries, ensuring Partner is well prepared for meetings
• Liaising with Marketing department for appropriate up-to-date material
• Typing and handling the layout of all sorts of letters and documents
• Adjusting legal, client-related documents
• Organising seminars and presentations if applicable
• Keeping contact lists up to date
• Taking telephone messages, monitoring calls when appropriate
• Dealing with incoming email, faxes and post
• Maintaining filing system, creating new files and archiving old files
• Welcoming and looking after visitors
• Providing updates on the progress of a variety of matters
• Carrying out background research and presenting findings into subjects the Partner & Associates are dealing with
• Assisting other assistants within the department
• Time Recording: inputting timesheets when applicable
• Preparing invoices and following-up on client payments
• Any other task requested by the attorneys

PROFILE

• Fluency in English (oral and written), very good knowledge of French
• Minimum 3-5 years of experience in a role as Management Assistant. Previous experience in the legal sector or within professional services in general, can be a strong asset.
• Strong administrative and IT skills (Ms Office, databases, accurate typing, internet research)
• A professional attitude and able to liaise with people at all levels
• Ability to work autonomously & manage projects but a constructive team attitude is also essential
• An accurate, punctual and organised person with a good sense of initiative
• Cheerful, dynamic and cooperative personality

OFFER

• Permanent contract
• Starting date: asap
• Salary: depending on level of experience
• Benefits: luncheon vouchers, DKV, group insurance, reimbursement of public transport or a parking spot
• Working hours: 9am-5.30pm (occasional overtime)
• Very stable and international working environment, positive and dynamic working atmosphere

Our client is a small investment firm located in the centre of Brussels.  They are looking to recruit an experienced Assistant who will be in charge of a mix role: he/she will be acting as a Personal Assistant for the CEO and will be assisting the chartered Accountant with some financial duties.

Job Description:

Personal Assistant tasks (50% of the time):

• Providing high-level administrative support to a top-level Executive
• Diary management
• Organising and preparing meetings
• Travel arrangements (flights, Visas, hotel bookings, etc.)
• Preparing expense reports
• Preparing documents using MS Office (Word, Excel & PowerPoint)
• General administrative duties (handling correspondence & telephone calls, welcoming visitors, updating contact lists, scanning and filing documents, etc.)
• Ad-hoc projects (e.g. research work)
• Private secretarial duties (coordinating private meetings & travel, etc.)

Financial tasks (40% of the time):

• Preparing expense reports
• Following-up on invoices and payments
• Researching financial information
• Collecting all sorts of financial information and sending it to the chartered accountant
• Helping out with the preparation of financial reports
• Updating Excel sheets with financial information, scanning and archiving relevant financial documents, etc.

Office management tasks (10% of the time):

The office is very small (3 people) and the assistant is the only support person in the office.  Therefore, he/she will also be in charge of the office management:

• Ordering office supplies
• Being the point of contact for all suppliers

Profile:

• You are perfectly fluent in French (with excellent writing skills) and you have a very good level in English.
• You already have at least 5-7 years of experience acquired in a Management/Personal Assistant role
• Experience in the service sector (consulting, finance, legal) can be a strong asset
• You are figure and IT minded (Word, Excel, Outlook)
• You are autonomous, dynamic, proactive and a genuine problem solver
• You are genuinely service minded, have an excellent corporate presentation, are versatile with a good sense of cooperation
• You know how to prioritise, are quality minded, punctual, reliable and flexible
• You enjoy working in a small structure where you will be all alone in the office from time to time

Offer:

• A permanent employment contract
• Starting date: ASAP!
• A competitive salary

Our client is a well-established, international company active in the tourism industry. They are currently recruiting a diligent Payroll & Compensation Officer to join their HR department. Their offices are located in the centre of Brussels (easy to reach with public transport) and they employ +/- 140 people.

 Job description

• To gather, analyse, handle and forward remuneration data in order to ensure the correct payment of salaries
• To gather, encode and handle the necessary data for the calculation of payroll (leave of absence, sick leave, overtime, shift work, on call days, etc.)
• To calculate the remuneration according to the jobs’ specificities
• To be the main point of contact for the staff regarding salary questions and issues
• Doing salary simulations for would-be employees, in collaboration with the head offices in France and in Belgium
• To have a global vision of the payroll software
• To design specific tests in order to check that the payroll software operates correctly
• To master the use of the payroll software and to upgrade it so that it meets new requirements
• To develop a successful collaboration with the payroll departments of the head offices in France and in Belgium, in order to ensure an efficient exchange of information for payroll purposes
• To escalate possible dysfunctions of the payroll software and to closely work with the software designers in order to solve the issues
• To regularly assess the processes in order to improve them
• To create and follow hires in the accounting system according to the guidelines of the accounting department
• To share the invoicing data with third parts and suppliers
• To follow up the monthly expenses and, when necessary, to handle expenses in the accounting system
• To approve invoices in order to validate the payment in the accounting system
• Together with the accounting department, to answer queries from suppliers regarding the payment status of their invoices
• To provide the accounting department with the detail of all the HR-related invoices, overhead per overhead

Profile

• You hold a relevant Bachelor and possess at least 3 years experience in a similar role
• You are perfectly fluent in French and have an excellent knowledge of Dutch
• You have an extensive knowledge of MS Office and are at ease when it comes to learning new IT tools
• You are analytical and figure minded
• You are organised, methodical, precise and rigorous
• You are autonomous but can also operate in a team
• You have very good communications skills
• You are client minded and are very discrete
• You are proactive and solution minded 

Offer

• Starting date: ASAP!
• A permanent and full time contract
• A competitive salary with a comprehensive benefits package including luncheon vouchers, eco-chèques, group and health insurances, the full reimbursement of transport costs (public transport), numerous benefits in kind, 37 holiday days (the working week is 38h00)
• Location: the company is located in the centre of Brussels and is therefore very easily accessible by public transport
• A truly international and multicultural working environment, in a fast developing company!

 

 

Our client is a well-established, international transport company.  They are currently recruiting a diligent individual to join their Operations department. This is a very operational role, meaning that the person will be based on-site, amongst passengers and drivers (and not in an office).

Job description

• Ensuring that crews are ready for each vehicle
• Calling upon back up Drivers when needed
• Booking accommodations for the Drivers when needed
• Making suggestions concerning the shifts of staff
• Informing the Supervisor in case of delays
• Being the contact person of the Stewards and answering their queries regarding their journey
• Dispatching all relevant information to the Drivers so that they can inform passengers on delays, issues, etc.
• Being the contact person for all personnel (platform, on board and drivers), liaising with them via sms
• Uploading latest traffic information on the company website
• Assisting colleagues in ticket control
• Updating internal information systems
• Ensuring that the procedure is correctly followed regarding VIPs, groups or disabled passengers
• Booking hotels and taxis for passengers when needed
• Initiating the correct procedure in case of incident/issue
• Liaising with partners from other transport firms
• Participating in various working groups concerning sales events with the aim to share expertise and know how
• Participating in various working groups concerning the development of IT tools for improving passenger information

Profile

• You are fluent in French & Dutch. You also ideally have a working knowledge of German and English.
• You hold a Bachelor
• You ideally have a fist experience in customer service
• You have very good communication skills, with a global vision
• You are service minded and solution oriented
• You are well organised and autonomous
• You are hands on
• You are flexible regarding your work schedule as the position involves shift work: 6.00 am-2.00 pm and 2.00 pm-10.00 pm. The position also involves working during week-ends (1 week-end/month)

Offer

• Starting date: ASAP!
• A full time, permanent contract
• A competitive salary including monthly bonus (for shift work and work during week-ends), luncheon vouchers (€8,00), ecochèques (€250,00), health and group insurance, benefits in kind, yearly bonus, 50 holiday days
• Working schedule: 40h00/week, in shifts (as described above)
• Location: Brussels city centre, very easily accessible by public transport
• A truly international and multicultural working environment in a fast developing company!

 

 

Our client is a well-established, international company active in the travel industry.  They are currently recruiting a diligent Customer Care Officer to join their multilingual & multicultural team in Brussels (+/- 30 people).  Their offices are located in the centre of Brussels (easy to reach with public transport) and they employ +/- 100 people.

Job description

• Throughout the journey of the client, you ensure a diligent customer service, following up the situation and anticipating the client’s needs
• You monitor the social media
• You manage the client communication on the website, on apps, via text messages, etc.
• You advocate the client’s interests towards the Supervisor
• You are the point of contact between the department and the customer service concerning the exchange of information on social media, via the chat and on the telephone
• You liaise with the on-site teams in order to gauge the pulse of the situation in the stations
• You manage complaints, reimbursement and information requests from clients by phone, e-mail and snail mail
• You interact live with clients via the chat
• You are in charge of the administrative follow up of several products
• You escalate requests to the appropriate department
• You manage the social media account, you facilitate and monitor the exchanges. You create some content and manage the interactions with the clients
• You are based in the operational centre (4 days/week) and in the customer service department (1 day/week)

Profile

• You are perfectly fluent in 3 of the 4 following languages: French, Dutch, German, English
• You have a first relevant experience of +/-1 year (in a customer service/client relations role, ideally B2C)
• You have strong oral & written communication skills: you are clear & articulate, you have a good elocution and you have strong writing skills (appropriate for social media communication)
• You possess good listening skills, you are able to show empathy towards your customers and you are very service & quality minded
• You can anticipate your clients’ needs
• You are dynamic and stress resistant (handling sudden emergencies, changing priorities)
• You have a positive attitude, an open mind-set, you are enthusiastic and motivated
• You are autonomous yet also genuinely team spirited
• You are analytical, rigorous and organised
• You are flexible in terms of working hours as you will be working in shifts and during weekends (on average during 2 weekends/month)

Offer

• Starting date: ASAP!
• A permanent, full-time contract
• A competitive salary with a very complete benefits package (including bonuses for working in shits/during weekends), luncheon vouchers, health and group insurance, benefits in kind, 37 holiday days
• Working hours: shift work, 6.00 am-2.00 pm and 2.00 pm-10.00 pm and 2 week-ends/month
• Location: the offices are located close to a Brussels train station and are therefore very accessible by public transport
• The opportunity to work in a truly international & multicultural environment, in a company, which is constantly evolving, and within a fascinating sector!

Our client is a respected and successful player in the financial sector in Luxembourg. They are today looking to recruit a Management Assistant to support the Director and the Investment Team.

Job description:

• Diary management: organising and arranging internal & external meetings
• Extensive travel management: coordinating international and domestic trips, expense processing, etc.
• Setting-up conference calls
• Organising events
• Contacts management: updating telephone and address lists, etc.
• Handling daily correspondence
• Drafting meeting reports and following-up on the action lists
• Collecting, compiling and distributing relevant information/materials for meetings
• Processing and electronic filing of all investment-related files (deals flow management, minutes of internal meetings, etc.)
• Handling telephone calls for the team and ensuring an appropriate follow-up
• Handling special projects if and when required
• General office-management related duties, e.g. telephone coverage, mail processing, ordering of office supplies & equipment, etc.

Please note that this list of responsibilities is non exhaustive and that you may be asked to take on additional tasks.

Profile:

• You are fluent in French and English
• You ideally hold a Bachelor in Office Management or Secretariat-Languages
• You possess +/- 5 years of successful experience in a Management Assistant role. An experience in a similar environment is a significant plus (private equity, investment, financial company)
• You are IT literate (MS Office, databases, internet)
• You have strong interpersonal skills and you can demonstrate a high level of motivation, professionalism & integrity
• You spontaneously communicate with courtesy and diplomacy and you understand the vital importance of discretion & confidentiality in your work
• You are precise and methodical, you work with a lot of attention to detail and you proactively follow-up on every task/project
• You know how to anticipate deadlines and how to plan your work accordingly
• You can adjust easily to changing priorities and circumstances within a fast-paced environment
• You demonstrate a strong team spirit and a genuine sense of collaboration
• You enjoy working in a small structure (+/- 10 people).

Offer & practicalities:

• Starting date: asap
• Permanent contract
• Competitive salary
• Fringe benefits: luncheon vouchers, group insurance
• Access: the company is located in central Luxembourg (in Grand Duchy of Luxembourg) and is easily accessible by public transport
• Hours: 40h/week

Our client is a high profile, human-sized company in the consulting sector. Their offices are located in central Brussels and are therefore very accessible by public transport. They are currently recruiting a diligent individual to work as part of their Finance Department and to assist, together with another Assistant, a team of 10 Executives.

Job description:

• diary management (using Outlook)
• organising meetings and business trips (mostly in Europe)
• handling the incoming and outgoing mail
• handling e-mails
• handling incoming calls, filtering calls when appropriate, taking messages
• preparing expense reports, checking expenses
• gathering and compiling financial data, participating in the preparation of reporting
• drafting documents using MS Office
• having regular phone contacts with external partners
• varied administrative duties including filing, photocopying, etc.
• teaming up with another Assistant, sharing information with her, backing up each other

Profile:

• The ideal candidate holds a Bachelor in Office Management or Languages
• You are perfectly fluent in Dutch & French (written & spoken) and have an operational level of English
• You possess at least 5 years experience in a similar role and at similar level
• You are extremely precise, rigorous, organised, with a genuine eye for detail
• You are computer literate and possess very good skills in MS Office (especially in Outlook and Excel)
• You are a good team player (as you will be teaming up with another Assistant) and have good interpersonal, communication and diplomatic skills
• You are flexible and genuinely figure minded

Offer:

• A full time & permanent contract
• Starting date: as soon as possible!
• A competitive salary and very comprehensive benefits package including: luncheon vouchers (€8,00), health insurance (including ambulatory and dental), group insurance, pension plan, full reimbursement of transport costs, paid home internet connection, a yearly discretionary bonus, 23 holiday days
• Working hours: the working week is 37h30, the working hours are regular but some occasional overtime could occur
• Location: the company is centrally located and is therefore easily accessible by public transport
• The opportunity to work in a quality oriented, corporate environment in superb offices in the city centre of Brussels!

 

 

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). They are today expanding and are looking for a diligent Contract Administrator to work as part of their closely knit Legal Team (3 staff).

Job description:

• To set up and coordinate the administrative support related to contracts management (for clinical trials)
• To follow up the contracts which are sent to the numerous partners involved in the trials
• To administer signatures, to document procedures, electronic and paper filing
• To organise and archive files and supporting documents
• To schedule various legal meetings
• To attend meetings, take the minutes and prepare reports
• To support the Legal Counsels in collecting evidence, compiling information, preparing documents as needed, and tracking agreements and information related to agreements
• To prepare and amend a variety of legal documents under the guidance of the Legal Counsels
• To liaise with partners worldwide, mainly via e-mails
• To track contracts via an Excel spread sheet, to update the spread sheet with the newest data

Profile:

• You hold a Bachelor in Law
• You have at least 2 years relevant experience (Paralegal, Contracts management), ideally acquired in medical research
• You have an excellent level of English (spoken and written) and have a very good knowledge of French
• You possess very good skills on MS Office (Outlook, Word and Excel)
• You are able to operate within a multicultural environment
• You are team spirited yet able to work independently
• You have a strong sense of responsibility and ethics
• You possess very strong organisational skills
• You have a real eye for detail, understand the importance to pay attention to legal terminology and genuinely enjoy administrative follow ups
• 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 cancer 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), health insurance (fully paid by the employer), group insurance, full reimbursement of transport costs, home internet connection, cell phone, laptop, possibility of homeworking (1 day/week), parking spot, 28 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 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). They are today looking to recruit a diligent Executive Assistant to their CEO.

Job description:

• Keeps the CEO and other members of the senior management team organised by assisting with email follow-up and filing
• Manages the CEO’s calendar and serves as “gatekeeper”; reminds the CEO of events on the calendar and takes the initiative to make sure she is prepared with the right documents and information; ensures that all the necessary travel arrangements are made
• Determines matters of top priority and handles them accordingly
• Helps organise travel & accommodation for employees to various international meetings and conferences
• Maintains calendars or other databases, as needed
• Organises teleconferences, webex and other meetings organised at the HQ or with partners
• Liaises with a variety of partners both inside and outside of the organisation on a variety of matters
• Provides administrative support for activities related to the Executive Board or members, including collection of administrative documents, scheduling of meetings, preparation of meeting materials, circulation of agendas, the maintenance of participation statistics, and filing
• Helps prepare/update slides and other documentation
• Provides coordination and administrative services to events as needed (e.g., preparation of invitations, contact lists, publicity, liaison with invitees and venue, and general administrative support)
• Manages agendas’ correspondence, agendas, and related documents
• Assists in the completion of various forms, notices and other communications, which may require posting and/or publication
• Additional duties as needed to address business or staffing needs and changing business practices as defined by the CEO
• To punctually, yet regularly, provide support to the Deputy CEO and Scientific Director (+/- 20% of the time in total)

Profile:

• You ideally hold a relevant Bachelor (Secretariat, Office Management, Languages, etc.)
• You have already gained at least 5 years experience in a similar role and at a similar level
• You are a born Assistant in the sense that you thrive in making the life of your boss easier
• You are perfectly fluent in English (both written and spoken). Any other language is a plus
• You are proficient in Windows, including MS Word, Excel and PowerPoint
• You have strong interpersonal skills and the ability to build positive relationships with stakeholders, including staff, executive board members and external partners
• You are detail-oriented, highly organised with excellent time-management skills, not losing sight of both short- and long-term objectives
• You are able to multi-task and problem-solve in a busy environment
• You can work independently, acting proactively, anticipating needs, prioritising and following through
• You have a high level of integrity, sense of responsibility and professionalism, able to maintain confidentiality and discretion at all times

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), health insurance (fully paid by the employer), group insurance, reimbursement of transport costs, home internet connection, cell phone, laptop, 28 holiday days
• Working hours: 38h00/week, regular hours, some flexibility will be required
• 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!