Our client is an international law firm with numerous offices worldwide. Their Brussels office is located in the city centre of Brussels and is therefore very accessible by public transport (Louise area). Their human-sized and easy-going team is looking for a talented Assistant/Legal Secretary who will reflect their high-quality service and level of professionalism.

Purpose of the job

The Brussels team has grown and, therefore, there is a need for additional administrative support.  The Assistant/Legal Secretary will support a team of lawyers (including 1 Partner) in their daily activities.   He/she will offer assistance with agenda management, hotel & travel arrangements, conflict checks, timesheets & billing, submissions, document formatting, filing, etc.

Job description:

• Coordinating agendas and invites (Outlook)
• Assistance with conflicts checks, new clients and matters openings
• Billing & accounting assistance: keeping track of fees to record; preparing client invoices (formatting, saving, printing in coordination with billing team); keeping track of recorded client invoices
• Recording and releasing timesheets when lawyers are travelling
• Making hotel and travel arrangements, preparing travel expense notes, monitoring the roaming costs ( and giving regular updates)
• Assistance with conference and events registrations, handling respective agenda updates
• Managing visa applications
• Handling submissions (printout and formatting of documents, photocopies, assembling in folders in a specific order, scanning of documents, organising the couriers) and archiving electronic / paper submissions
• Printing, formatting (layout and table of contents), scanning documents
• Filing documents (paper and electronic), archiving
• Handling catering orders, booking restaurants, ordering taxis
• Assistance with conference calls and video conferences arrangements
• Encoding and updating contacts in the firm’s database
• Assistance with meeting and seminar preparations (list of participants, storing the details in an electronic folder, formatting PowerPoint presentations)
• Working closely with the Receptionists/Office Assistants and Assistant/Legal Secretaries, ensuring an efficient transfer and communication within the team, providing cover in case of absence

Profile:

• Excellent command of English and Dutch with some knowledge of French
• 2 to 5 years of administrative experience, preferably in an international Law Firm, Consulting Firm, Big 4/Financial Services Firm, EU institution or organisation
• Very good knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Excellent presentation, professional appearance and polite attitude, good elocution
• Excellent interpersonal and customer service skills to communicate with senior level Attorneys, Clients, Staff, suppliers and others visitors
• Highly organised & punctual, able to set priorities and multitask assignments, excellent attention to detail
• Resourceful and positive attitude, ability to adapt to different situations and personalities and apply common sense
• Respect for confidentiality and discretion
• Stable and diplomatic personality, good listener
• Ability to be proactive & solution oriented
• Ability to work efficiently in a small team

Offer:

• A permanent contract
• Starting date: as soon as possible!
• Working hours: 9am-5.30pm or 9.30am-6pm
• A competitive salary and comprehensive benefits package including luncheon vouchers (€8,00), health insurance, 100% reimbursement of transport costs, 23 holiday days
• International and very dynamic working environment with room for initiative & personal growth.
• A varied position within a closely-knit team where a very good atmosphere prevails, especially between the lawyers and the support departments
• The opportunity to work in a quality oriented, corporate environment in very nice and offices in the centre of Brussels!

 

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.
• 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 (60% up to 80%). A possible working schedule could be: Monday & Tuesday morning, Wednesday & Thursday afternoon and Friday all day.  Some variations to this schedule are possible.
• 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 a high-profile and international company offering Executive Search Services.  They have subsidiaries worldwide. Their Belgian offices (+/- 20 people) are located in central Brussels and are therefore very accessible by public transport. They are currently recruiting a diligent Executive Assistant to work for 1 Consultant.

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 candidate reports, 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 6-month contract followed by 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!

Our client is an investment company located in the centre of Brussels (easy access with public transport). They are today looking to recruit a diligent HR Assistant who will be reporting to the HR Director.  The position is temporary (3-6 months).

Job description

• Being responsible for the administration of the personnel files, ensuring that all employee records are up to date
• Solving and pursuing problems connected to personnel administration and liaising with the social secretariat when needed
• Updating and managing internal databases
• Recruitment: creating/updating job descriptions in system, registering CVs, organising interviews with candidates, etc.
• Preparing on-boarding packs for newcomers
• Handling the HR administration related to new joiners, leavers, internal transfers
• Finance: checking and inputting all HR-related invoices, helping the HR Director to collate financial data for internal reporting
• Answering questions of employees, preparing HR-related letters and documents
• Ad-hoc tasks & projects: updating organisational charts, organising training sessions, etc.

Profile                                                         

• You ideally hold a Bachelor’s Degree
• You have 2-4 years of experience in the field of HR or Office Administration in general
• You have excellent written and verbal skills in English and French. A good working knowledge of Dutch is a very strong asset.
• You work thoroughly with an eye for detail and with a focus on the results to achieve
• You have a critical and curious mind
• You have excellent organisational skills which enable you to multi-task and to prioritise efficiently
• You enjoy working in team but are also able to work autonomously and take initiatives
• You focus on providing a high-quality service and you are very discrete
• Above all, you have a positive and friendly personality

Offer

• A contract of limited duration
• Starting date: as soon as possible
• A competitive salary
• Fringe benefits include luncheon vouchers and the full reimbursement of public transport costs
• Access:  the company is located in central Brussels and is easily accessible by train and metro
• The opportunity to work in a fast-paced international environment where you can have interesting learning opportunities and enjoy a very positive working atmosphere!

COMPANY

Our client is an international law firm active in more than 40 countries throughout the Americas, Europe, the Middle East, Africa and Asia Pacific.   They are currently hiring a Recruitment Manager for Belgium (+-220 people) and Luxembourg (+/- 35 people).

PURPOSE OF THE ROLE

The Recruitment Manager will be responsible for facilitating a best in class recruitment experience for candidates and internal clients, and will be the primary recruitment contact for the Belgium and Luxembourg office.  The job holder will manage a portfolio of fee earner and business services-related vacancies and will partner with local business and HR stakeholders in Belgium, Luxembourg and the UK using best practice recruitment tools and techniques to ensure the vacancies are filled on a timely basis with the right candidate and to budget.  The role will be based in Brussels, with frequent regular travel to London and Luxembourg.

MAIN DUTIES AND RESPONSIBILITIES

• Managing a portfolio of vacancies (fee earners and business service professionals) for Belgium and Luxembourg
• Working closely with HR stakeholders and Hiring Manager to identify hiring needs
• Developing and maintaining candidate talent pools and pipelines
• Managing and maintaining relationships with internal stakeholder and suppliers
• Taking a recruitment brief with the Hiring Manager and consulting to agree a recruitment plan
• Using expertise to agree best practice sourcing methods and channels, selection process methods and selection plan, timescales, involvement of key stakeholders in the process, and incorporate any budgetary constraints
• Ensuring that all necessary approvals to recruit are obtained
• Testing validity and consistency of job descriptions at start of each recruitment process
• Working with preferred recruitment suppliers and direct attraction channels to deliver a cost-effective and efficient streamlined model
• Exploring and deciding how to utilise sourcing strategies including internal and external talent pools, employee referral scheme, internet and direct sourcing channels, recruitment advertising, agencies, and executive search firms
• Creating recruitment advertising materials and other recruitment marketing collateral to represent the company brand, and attract key talent
• Working with Hiring Managers to upskill them to use interview toolkits and other materials to ensure compliant and best in class recruitment processes
• Raising the vacancy and managing the recruitment campaign from end to end, including screening applications and creating shortlists for the Hiring Manager, interviewing candidates, either with the Hiring Manager or separately as required, managing testing and assessments, and overseeing all interview co-ordination, supported by the recruitment administration team
• Consulting with Hiring Managers on final decisions on offers, extending offers to candidates and carrying out all required negotiations
• Liaising with candidates throughout pre-employment on-boarding period
• Participating on Recruitment team projects (e.g. the promotion of a new recruitment website/tool)

SKILLS AND ATTRIBUTES

• Highly advanced written and spoken English, French and Dutch are essential
• Strong experience (min 4-5 years) in an In-House Recruitment role managing vacancies end to end
• Someone with working knowledge of the Legal sector is highly desirable
• Highly organised and result oriented, able to manage a high workload and work well at pace
• Articulate, with credibility and confidence to take charge of managing vacancies and stakeholders
• Strong influencer, good at building rapport with a wide range of stakeholders
• High level of professionalism and personal accountability
• Knowledgeable and experienced in a range of selection techniques and sourcing methods
• Proactive and enthusiastic
• Flexible and adaptable to change
• Approachable team player

OFFER

• Permanent, full-time contract
• Starting date: asap!
• Competitive salary package depending on experience
• An international, challenging & rewarding working environment
• Regular travel to the UK and Luxembourg (up to 1 week every month)

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: end 2018!
• 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 an international law firm with numerous offices worldwide. Their Brussels office is located in the city centre of Brussels and is therefore very accessible by public transport (Louise area). Their human-sized and easy-going team is looking for a talented Assistant/Legal Secretary who will reflect their high-quality service and level of professionalism.

Purpose of the job

The Brussels team has grown and, therefore, there is a need for additional administrative support.  The Assistant/Legal Secretary will support a team of lawyers (including 1 or 2 Partners) in their daily activities.   He/she will offer assistance with agenda management, hotel & travel arrangements, conflict checks, timesheets & billing, submissions, document formatting, filing, etc.

Job description:

• Coordinating agendas and invites (Outlook)
• Assistance with conflicts checks, new clients and matters openings
• Billing & accounting assistance: keeping track of fees to record; preparing client invoices (formatting, saving, printing in coordination with billing team); keeping track of recorded client invoices
• Recording and releasing timesheets when lawyers are travelling
• Making hotel and travel arrangements, preparing travel expense notes, monitoring the roaming costs ( and giving regular updates)
• Assistance with conference and events registrations, handling respective agenda updates
• Managing visa applications
• Handling submissions (printout and formatting of documents, photocopies, assembling in folders in a specific order, scanning of documents, organising the couriers) and archiving electronic / paper submissions
• Printing, formatting (layout and table of contents), scanning documents
• Filing documents (paper and electronic), archiving
• Handling catering orders, booking restaurants, ordering taxis
• Assistance with conference calls and video conferences arrangements
• Encoding and updating contacts in the firm’s database
• Assistance with meeting and seminar preparations (list of participants, storing the details in an electronic folder, formatting PowerPoint presentations)
• Working closely with the Receptionists/Office Assistants and Assistant/Legal Secretaries, ensuring an efficient transfer and communication within the team, providing cover in case of absence

Profile:

• Excellent command of English and French or Dutch (but ideally perfectly trilingual Dutch-French-English
• 2 to 5 years of administrative experience, preferably in an international Law Firm, Consulting Firm, Big 4/Financial Services Firm, EU institution or organisation
• Very good knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Excellent presentation, professional appearance and polite attitude, good elocution
• Excellent interpersonal and customer service skills to communicate with senior level Attorneys, Clients, Staff, suppliers and others visitors
• Highly organised & punctual, able to set priorities and multitask assignments, excellent attention to detail
• Resourceful and positive attitude, ability to adapt to different situations and personalities and apply common sense
• Respect for confidentiality and discretion
• Stable and diplomatic personality, good listener
• Ability to be proactive & solution oriented
• Ability to work efficiently in a small team

Offer:

• A permanent contract
• Starting date: as soon as possible!
• Working hours: 9am-5.30pm or 9.30am-6pm
• A competitive salary and comprehensive benefits package including luncheon vouchers (€8,00), health insurance, 100% reimbursement of transport costs, 23 holiday days
• International and very dynamic working environment with room for initiative & personal growth.
• A varied position within a closely-knit team where a very good atmosphere prevails, especially between the lawyers and the support departments
• The opportunity to work in a quality oriented, corporate environment in very nice and offices in the centre of Brussels!

 

For 1 of our clients, located in the centre of Brussels, we are currently recruiting a diligent Communications Officer/Community & Social Media Manager to join their Communication Department (5 people).

Purpose of the role: 

In collaboration with the Communication Director defining the external communication strategy and implementing a concrete communication plan, following up on the general communication as well as the communication linked to specific projects and events, as a community manager managing the different social media channels, producing articles and publications, and finally, managing the website.

Job description :

• In collaboration with the Communication Director defining the communication strategy
• Translating the communication strategy into a concrete communication plan, implementing this plan, following up the plan (on a quarterly, monthly, weekly basis) and making adjustments if and when necessary
• Following up on all general communications, as well as specific communications related to projects and events
• Acting as a Community & Social Media Manager on the different social media channels (Facebook, Twitter, Instagram, YouTube, Flickr): creating and promoting content, monitoring all published content & behaviour of the different users on social media
• Producing articles and publications
• Editing images/pictures/video recordings
• Managing the website and designing new tools
• Preparing and participating in the implementation of a communication strategy for large-scale events
• Bringing refreshing and creative ideas to the team
• And much more!

The ideal candidate has the following profile:

• Bachelor or Master Degree in Communication/Marketing/…, ideally with a specialisation in multimedia design or multimedia & communication technology
• A stable experience of minimum 3-5 years within a communications department, ideally with a focus on digital content/social media
• Thorough knowledge of MS Office and ideally also a good knowledge of specific image/video processing software (for instance Adobe Premiere, Photoshop, …). Some knowledge of/experience with web design can be a strong asset.
• A very good knowledge of Dutch, English and French
• Communicative, sociable person with very good writing skills
• Professional and driven, always looking for improvement
• Able to work autonomously within a given framework, proactive attitude, not afraid to take initiatives & seize opportunities
• Discrete individual, able to handle very sensitive and confidential information
• Respectful towards colleagues and management, flexible attitude (e.g. offering a creative solution instead of focussing on limitations within the working environment)
• Positive team player who enjoys learning and sharing information
• Integer and reliable, willing to make a long-term commitment with the next employer

Offer:

• A permanent contract
• Starting date: as soon as possible
• Competitive salary package including luncheon vouchers, group insurance, reimbursement of transport costs
• The company is very accessible by public transport (close to a train station) and the offices are very pleasant
• A very respectful working environment, a company that offers genuine employment security and a very good work/life balance

Our client is a leader in international real estate services.  They are present in more than 60 countries and in Belgium they employ +/- 150 people.  Their Brussels office is very centrally located and therefore easily reachable by train and metro. They are today looking to recruit a diligent Commercial Assistant who will be supporting a team of 5 (Head of Unit + 4 Managers).

Purpose of the job

As a Commercial Assistant , you are of vital importance to the optimal functioning of the team.  You will assist the department in all administrative tasks and you will also be in daily contact with clients.

Job description

• You will take care of incoming phone calls including responding to routine questions, taking messages and redirecting callers
• You will organise the team’s agenda
• You will prepare internal and external client meetings including welcoming external visitors, arranging for transportation when necessary, making restaurant reservations, taking care of travel arrangements together with the company’s Travel Coordinator
• You will prepare correspondence when required, including client mailings, teasers, …
• You will prepare PowerPoint presentations & reports including Property sheets
• You will update and manage internal databases
• You will coordinate marketing support with the Marketing Department
• You will create and manage internal Sharepoints
• You will manage and update internal templates
• You will translate documents into English, Dutch and French
• You will prepare expense reports
• You will take care of reception back-up when required
• You will perform any other assigned administrative projects as requested by the team.

Profile                                                         

• You ideally hold a Bachelor’s Degree in Office Management, Management Assistant, Languages, Marketing, Communication or in any related field
• You have 3-5 years of experience in a support role, ideally in a Commercial Department
• You have excellent verbal and written skills in Dutch, English and French
• You have a very good command of the MS Office package (Word, Excel, PowerPoint, Outlook) and you enjoy learning new software/applications
• You work thoroughly with an eye for detail and with a focus on the results to achieve
• You have a service-oriented and proactive attitude which leads to a high client satisfaction internally and externally
• You have excellent organisational skills which enable you to multi-task and to prioritise efficiently
• You enjoy working in team but are also able to work autonomously and take initiatives
• You enjoy working in a fast-past environment
• You have a positive and friendly personality

Offer

• A permanent contract
• Starting date: as soon as possible
• A competitive salary
• Fringe benefits including luncheon vouchers, health insurance, group insurance, a discretionary bonus  and 6 extra holidays
• Access:  the company is located in central Brussels and is easily accessible by train and metro
• The opportunity to work in a fast-paced international environment where you can have interesting learning opportunities and enjoy a very positive working atmosphere!

Our client is a leader in international real estate services.  They are present in more than 60 countries and in Belgium they employ +/- 100 people.  Their Brussels office is very centrally located and therefore easily reachable by train and metro. They are today looking to recruit a diligent HR Administrator who will be reporting to the HR Manager Belgium and Luxembourg.

Purpose of the job

Processing the monthly payroll, handling various administrative tasks, supporting the HR Manager on ad-hoc HR projects.

Job description

• Processing the monthly payroll for the Belgian (150 people) and Luxembourg office (45 people) in collaboration with the social secretariat
• Being the point of contact for the employees regarding HR-related topics, e.g. answering questions regarding sick leave, holidays, maternity/parental leave, child allowances, insurance packages, mobile phone, etc.
• Being responsible for the administration of the personnel files, ensuring that all employee records are up to date
• Solving and pursuing problems connected to personnel administration and liaising with the social secretariat when needed
• Updating and managing internal databases
• Preparing on-boarding packs for newcomers
• Recruitment: creating/updating job descriptions in system, registering CVs, organising interviews with candidates, etc.
• Finance: checking and inputting all HR-related invoices, helping the HR Manager to collate financial data for internal reporting
• Ad-hoc tasks & projects: updating organisational charts, organising training sessions, assistance with the implementation of a new system/database, etc.

Profile                                                         

• You ideally hold a Bachelor’s Degree in Human Resources, Psychology, Payroll or in any related field
• You have 2-4 years of experience in the field of HR Administration and/or Payroll
• You have excellent written & verbal skills in French and English. You have a good working knowledge of Dutch.
• You have a sound knowledge of Belgian social legislation and payroll procedures
• You have good command of the MS Office package and you feel comfortable learning to use new software/applications, knowledge of Workday and/or eBlox is an asset
• You work thoroughly with an eye for detail and with a focus on the results to achieve
• You have a critical and curious mind to review processes and ways of working
• You have excellent organisational skills which enable you to multi-task and to prioritise efficiently
• You enjoy working in team but are also able to work autonomously and take initiatives
• You focus on providing a high-quality service and you are very discrete
• Above all, you have a positive and friendly personality

Offer

• A permanent contract
• Starting date: as soon as possible
• A competitive salary
• Fringe benefits including luncheon vouchers, health insurance, group insurance, a discretionary bonus and a laptop
• Access:  the company is located in central Brussels and is easily accessible by train and metro
• The opportunity to work in a fast-paced international environment where you can have interesting learning opportunities and enjoy a very positive working atmosphere!