Our client is an investment company located in Brussels. They support strong ethical values such as team spirit, discretion, involvement and result orientation. Their Finance department consists of 4 people and they are currently recruiting a talented Administrative & Accounting Assistant to offer them a daily support.

Job description:

• Assisting the members of the finance department in their daily activities
• Invoicing: gathering all the suppliers invoices, scanning them, encoding them into the system, registering them according to the appropriate legal entity, preparing and handling inter-company invoices
• Administrative support for the back office:
  • Preparing letters and other financial documents for third parts and for the Administrators
  • Proofreading the annual report and preparing PowerPoint presentations for the Board Meeting and the Audit Committee
  • Managing the petty cash (exchange of foreign currencies)
• Managing the processes of expenses (checking the amounts and receipts), travel documents, visa applications, debit cards, AMEX, transport membership cards (SNCB)
• Gathering various data, updating documents and financial reports into the internal system
• Managing the membership to various subscriptions such as Bloomberg, Le Soir, De Standaard, L’Echo, De Tijd, etc.

Please note that this list of responsibilities is non exhaustive and that you may be asked to take on additional tasks, depending on the workload and in order to cater for the needs of the department & company.  Additional responsibilities can also be added according to the competences & interests of the new recruit.

Profile:

• You are bilingual French/English with a good working knowledge of Dutch
• You hold a Bachelor in Accounting, Office Management, Secretariat-Languages, …
• You possess at least 5 years successful experience in a similar role and in a financial department. An experience in a similar environment is a significant plus (law firm, big 4 or financial sector)
• You are computer literate (MS Office, Lotus Notes)
• Personality: you are very discrete, precise and methodical, with a strong team spirit and a genuine sense of collaboration. You know how to anticipate deadlines and how to plan your work accordingly. You are comfortable in a formal yet family environment and you spontaneously communicate with courtesy and diplomacy. You are consensual and you always keep in mind the superior interests of the company, the solutions to be found and the objectives to be reached.

Offer & practicalities:

• Starting date: ASAP!
• Full time and open ended contract
• Competitive salary
• Fringe benefits: luncheon vouchers, group insurance, insurance (including hospitalisation, dental and ambulatory ) reimbursement of transport costs (100%), mobile phone subscription
• Access: the company is located in central Brussels and is therefore easily accessible by public transport
• Hours: 38h00/week. Occasional overtime will occur during the years
• C.A.R.E. programme: personalised coaching by a Consultant of Care4You during the integration phase and in collaboration with the new employer

 

Our client is a European leader in HR solutions within the technology and engineering sector. Their Brussels office (+/- 100 staff + 700 consultants outsourced at their clients) is centrally located and therefore easily accessible by public transport. They are today experiencing a significant growth and are therefore looking to recruit a diligent Junior Car Fleet Officer who will be reporting to the Fleet Manager.

Job description

• To work as part of a team of 3 managing +/- 650 cars
• To be the contact person for the employees regarding their car-related issues and requests
• To liaise with the leasing companies
• To follow up, on a daily basis, the current fleet database
• To follow up the insurance claim files
• To provide daily assistance to the Fleet Manager
• To assist the Fleet Manager in organising fleet events for our employees
• To liaise with the employees and keeping them informed of the steps to be taken for the specific issue they are experiencing

Profile

• You ideally hold a Bachelor in Human Resources, Office Management or Insurance
• You already have a first experience in the field of fleet management or insurance
• You are fluent in Dutch, have a good working knowledge of English and operational French
• You have strong administrative skills and are genuinely accurate
• You are dynamic, flexible and can work autonomously
• You are a problem solver
• You are eager to learn and to broaden your knowledge
• You focus on providing a high-quality service and you are very discrete
• You enjoy working in a team and having contacts with different internal & external stakeholders

Offer

• A permanent contract
• Starting date: as soon as possible
• A competitive salary
• Fringe benefits including a monthly net allowance, luncheon vouchers, health insurance and group insurance
• Access: the company is located in central Brussels and is easily accessible by metro and tram
• The opportunity to work in a fast growing, multicultural and multilingual environment, which values entrepreneurship, with a flat hierarchy and approachable management team!

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 Assistant.

Job description:

As a Management Assistant you will be assisting a team of senior management members (Vice Presidents and Directors), you will assist them in their daily activities.

• proactive management of complex diaries
• coordination of international travels (including via 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, scanning/photocopying/binding documents, etc.
• liaising with high-profile internal & external parties (members of top management, clients, vendors, …)
• back-up for the 3 other Management Assistants

Profile:

• The ideal candidate holds – at least – a Bachelor in Office Management, Languages, Marketing, …
• 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 2-5 years of experience in a similar role and ideally in an international corporate environment
• You have experience working for multiple business managers
• You are computer literate and possess advanced skills in MS Office (Word, Excel, PowerPoint, Outlook)
• You are precise and rigorous, with a genuine eye for detail
• You are highly organised and able to set clear priorities
• You are proactive & solution oriented and you easily take ownership over your work
• You are a good team player and have good interpersonal, communication and diplomatic skills
• 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 a human-sized firm (+/- 20 staff) in the private equity sector. They are located in the Louise area in Brussels. They are today experiencing a significant growth and are looking to recruit a diligent individual to reinforce their team and to provide first class support to a Partner and operate as overall Office Manager.

Job Description:

• Providing high-level administrative support to a top-level Executive (40% of the time):
  • Complex diary management, involving numerous meetings and last minute changes, with high-level Executives (bankers, lawyers, Board members, etc.)
  • Providing support in finance-related duties for the CFO
  • Organising and scheduling numerous conference and phone calls
  • Preparing meetings, making sure all the necessary documents are ready
  • Following up meetings (disseminating the information, following up the action points, etc.)
  • Preparing expense reports using Excel
  • Preparing documents using MS Office (Word, Excel & PowerPoint), drafting and proofreading documents
• Operating as the Office manager to an office of approximately 20 persons (60% of the time):
  • Maintaining office services by organising office operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions;
  • Monitoring and coaching the Receptionist
  • Providing historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
  • Maintaining office efficiency by planning and implementing office systems, layouts, and equipment procurement.
  • Designing and implementing office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
  • Partnering with HR to update and maintain office policies as necessary
  • Coordinating with IT department on all office equipment
  • Managing contract and price negotiations with office vendors, service providers and office lease
  • Providing general support to visitors
  • Addressing employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
  • Liaising with facility management vendors, including cleaning, catering and security services

Profile:

• You ideally hold a Bachelor in Office Management/Secretariat/Languages
• You are perfectly fluent in English and French (with excellent writing skills in both languages)
• You have at least 3-5 years of experience acquired in a similar role and in the corporate sector (law firms, high finance, management consulting, etc.)
• You have hands on experience with office machines (e.g. fax machines and printers)
• You are proficient in MS Office (MS Excel and MS Outlook, in particular). Some knowledge of email scheduling tools such as Email Scheduler or Boomerang would be useful
• You have strong organisational and planning skills (numerous deadlines to meet in a fast-paced environment), are stress resistant and very discrete, as you will have access to very confidential and sensitive data
• You are a self-starter, proactive, comfortable working in a fairly small and recent structure with a start up business culture. You are resourceful with a good common sense
• You have a good business acumen and can quickly grasp the specificities and subtleties of the sector
• You are thorough, anticipate issues, solution oriented, understand the consequences of your actions and think things through
• You have an excellent corporate presentation, are genuinely service minded, with a very good team spirit and sense of cooperation (there are 4 other Assistants in the office)
• You know how to prioritise, are quality minded, punctual, reliable, trustworthy and flexible (also regarding working hours, when something urgent occurs)
• You have excellent written and verbal communication skills
• You have a creative mind with an ability to suggest improvements and you take ownership

Offer:

• A permanent, full time employment contract
• Starting date: ASAP!
• A competitive salary with fringe benefits including luncheon vouchers, group and health insurances, 26 holiday days (the working week is 38h00), a discretionary bonus
• The opportunity to work in a dynamic, human-sized company with a flat hierarchy and a start up business culture!

Our client is a renowned financial holding. Their human-sized office (25 people), located near the central station in Brussels, is today looking to recruit a Management Assistant who will be assisting 2 members of the Executive Committee and 2 Investment Managers.

Job Description:

• Diary management
• Organising and preparing meetings (General Assemblies, Board Meetings, Audit Committees, …)
• Travel arrangements (flights, trains,  Visas, hotel bookings, taxis, etc.)
• Preparing expense reports
• Preparing and typing documents using MS Office (Word, Excel)
• Handling incoming and outgoing correspondence
• Coordinating brochures, newsletters, organizational charts & presentations (PowerPoint)
• Photocopying, scanning, binding and filing documents
• Finance-related duties: preparing expense reports, follow up of invoices, etc.

Profile:

• You are perfectly fluent in English and French (with excellent writing skills in both languages).  Dutch can be an important asset.
• You already have at least 3-5 years of experience acquired in a Management/Executive Assistant role
• Experience in the service sector (finance, private equity, consulting, legal) can be a strong asset
• You are autonomous, dynamic, proactive and you have good problem solving skills
• You are genuinely service minded and versatile
• You have a very good team spirit and sense of cooperation
• You know how to prioritise, are quality minded, punctual, reliable and flexible
• Ideally you can make yourself quickly available  (you do not have a very long notice period)

Offer:

• A permanent employment contract
• Starting date: asap
• A competitive salary with fringe benefits
• The opportunity to work in a stable, international but human-sized company

Our client is a high profile, human-sized organisation 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 a Management Assistant to work alongside 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 check and update the cash flow situation in Excel
• To preparing the accounting files for the external Accountant
• To manage the diary of the General Director (using Outlook)
• To organise meetings and business trips (mostly in Europe)
• 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, 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 supplies, liaising with IT/telecom companies

Profile:

• The ideal candidate has 5-10 years experience in an Executive/Management Assistant role
• You have an excellent level of English (spoken and written) as it is the working language and have a working knowledge of French and Dutch
• You possess very good skills on MS Office
• 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 (as you will be working with another Assistant)
• 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 or 4/5th
• Starting date: as soon as possible!
• A competitive salary and comprehensive benefits package including luncheon vouchers (€8,00), health insurance (after 6 months), monthly net allowance, 100% reimbursement of transport costs, 20 holiday days
• Working hours: 9.00 am-6.00 pm (4 days/week,) and 2 hours less on the 5^th day, possibility of a 4/5th
• The opportunity to work in a quality oriented and intellectually stimulating environment in very nice offices!
• C.A.R.E. programme: personalised coaching by a Consultant of Care4You during the integration phase and in collaboration with the new employer

 

Our client is a high-profile international law firm. Their Belgian offices are located in central Brussels and are therefore very accessible by public transport.  They are currently recruiting a diligent Management Assistant who will work for 2 Partners and 2 lawyers.

Purpose of the role:

Assisting the Partners & lawyers in their daily activities: coordinating meetings and agendas, preparing documents (mainly in French and English), filing, invoicing, etc.

Job description:

• editing/proofreading legal texts
• agenda and travel management for Partners and lawyers
• preparing and organising meetings
• handling the layout of documents
• preparing PowerPoint presentations
• opening/closing client files
• handling incoming and outgoing correspondence
• invoicing: tracking timesheets, preparing invoices following the company’s guidelines
• filing documents (on paper + electronically), keeping filing system up to date
• updating contacts’ lists
• handling emails and telephone calls
• providing occasional logistical event support
• more projects can be added depending on the competences and areas of interest of the new recruit!

Profile:

• The ideal candidate holds minimum a Bachelor’s Degree in Languages/Office Management/Management Assistant/ … or is equivalent by experience
• You are fluent in French (oral & written) and you have an excellent level in English. You have a good understanding of the Dutch language and you are able to hold simple telephone conversations in Dutch.
• You are computer literate and possess advanced skills in MS Office (Word, Excel, PowerPoint) and web-based research
• You possess minimum 2-5 years of experience in a similar role – preferably in a similar environment (legal/professional services/consulting/…)
• You are used to working in a highly demanding environment, often against tight deadlines
• You demonstrate excellent organisational skills and particular attention to detail
• You can juggle multiple projects while prioritising daily assignments
• You are proactive & solution oriented and you always apply common sense
• You are a good team player and have good interpersonal, communication and diplomatic skills
• You have a flexible attitude and you always strive to exceed the expectations of the client (internal and/or external)

Offer:

• A permanent contract
• Starting date: as soon as possible!
• A competitive salary and comprehensive benefits package
• Very friendly and international working environment with room for initiative & personal growth
• The opportunity to work in a quality oriented, corporate environment in superb offices in the centre of Brussels!

 

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

Job description

• To ensure that the instructions given by the Station Coordinator are correctly applied in order to make sure that the boarding process goes smoothly and at the set time
• To pass on the platform staff all instructions given by the Station Coordinator in order to ensure that the transport schedule goes smoothly
• To ensure that procedures are met and to escalate potential issues to the Station Coordinator
• To liaise with all the human resources involved in order to ensure that the transport plan is respected
• To prepare the vehicles in order to ensure that departures happen on time
• To welcome clients and check their boarding tickets
• To make sure that the timing of the procedure in respected in order to guarantee a timely departure
• To follow up the vehicles’ itineraries in order to ensure the security of the transport process
• To make sure that security measures are respected
• To adjust the boarding process in case of delays and to reduce the inconvenience for passengers
• To take care of passengers in case of delays and/or cancellations
• To inform the Station Coordinator of causes for delays and incidents in order to enable the preparation of a status report
• To take care of late passengers and to offer them alternative travel solutions
• To act as Station Coordinator in his absence

Profile

• You possess an excellent knowledge of spoken French. You also have some knowledge of Dutch and English
• You hold a high school diploma
• You are a college leaver with a strong sense of service
• You have very good communication and organisational skills, with a global vision
• You are service minded and solution oriented
• You know how to put things in perspective, to handle challenging, unforeseeable and urgent situations, in a calm and controlled manner. You are able to come up with relevant solutions
• You know how to work autonomously, but you also have a very good team spirit
• You are flexible regarding your work schedule as the position involves shift work: 5.30 am-1.30 pm and 1.30 pm-9.30 pm. The position also involves working during week-ends (1 week-end/month)

Offer

• Starting date: January 2018!
• A full time, permanent contract
• A competitive salary including monthly bonus (for shift work and work during week-ends), additional recup days, luncheon vouchers (€8,00), ecochèques (€250,00), health and group insurance, benefits in kind, yearly bonus, 37 holiday days
• Working schedule: in shifts (as described above)
• A truly international and multicultural working environment in a fast developing company!

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

Job description

• To lead a team of 2 to 3 staff
• To follow up the daily departures and arrivals, in order to ensure that the transport timetable is respected
• To offer appropriate solutions in the management of the transport timetable and to offer their expertise in order to solve potential issues
• To prepare the daily task list: destinations, number of passengers, groups, etc. for stewards and service providers in order to ensure the follow up of the transport timetable
• To ensure that the required customer service standards are met
• To brief the stewards and the service providers on the main events of the day (taking care of a disabled passenger, accompanying a VIP, etc.), in order to ease the boarding process
• To prepare a daily schedule mentioning all the tasks to be performed by the stewards, in order to clearly organise the shift
• To gather and transmit the information coming from the Operations Unit to the stewards and service providers in regards to the transport timetable
• To assist the technicians in the preparation of the vehicles
• To welcome clients and offer them a first class service
• To ensure the follow up of the vehicles in order to guarantee the security and to ensure that the security measures are correctly applied
• To ensure the management of specific passenger requests, to find solutions with them
• To ensure that procedures are respected and to escalate potential issues to the Line Manager
• To coach the stewards so that security measures are met as well as quality service and best practice

Profile

• You possess an excellent knowledge of spoken French. You also have some knowledge of Dutch and English
• You have some relevant experience of 3 to 5 years in operational management (for instance in the Horeca, Facilities, Construction or Distribution sector)
• You have very good communication, organisational and analytical skills
• You are genuinely customer and solution minded
• You are a natural leader and know how to lead a team
• You have a good common sense and the ability to take initiatives
• You know how to put things in perspective, to handle challenging, unforeseeable and urgent situations, in a calm and controlled manner. You are able to come up with relevant solutions
• You know how to work autonomously, but you also have a very good team spirit
• You are flexible regarding your work schedule as the position involves shift work: 4.00 am-12.00 pm, 11.00 am-7.00 pm, 4.00 pm-12.00 am. The position also involves working during week-ends (1 week-end/month).

Offer

• Starting date: January 2018!
• A full time, permanent contract
• A competitive salary including monthly bonus (for shift work and work during week-ends), additional recup days, luncheon vouchers (€8,00), ecochèques (€250,00), health and group insurance, benefits in kind, yearly bonus, 37 holiday days
• Working schedule: in shifts (as described above)
• A truly international and multicultural working environment in a fast developing company!

Our client is a well-established, international company active in the transport industry. They are currently recruiting a Customer Care Officer to join their multilingual & multicultural teams in Brussels. Their offices are located in the centre of Brussels (very easy to reach with public transport) and they employ +/- 170 people.

Job description

In the Technical centre (50% for the time):

• To follow up the transport situation, the difficulties encountered and the occasional customer support needed
• You follow up the communication on the social media and on regular media
• You are the voice of the clients’ concerns towards the technical team
• You question the technicians in order to understand precisely the issues and to convey the information to the clients
• You are the point of contact between the Technical centre and the Customer service, you make sure that the information flows smoothly between the two
• You are the point of contact for the onsite teams, you get information from them regarding the general atmosphere in the field and you cater for special needs and customer assistance when needed

In the Customer service department (50% of the time):

• You are the point of contact for customers: you reply promptly to their queries via phone/email/fax/letter/social media in accordance to the company’s commercial politics & ethical/quality standards
• You process and follow-up on specific files (service & information requests, official complaints, compensation/reimbursement files)
• You formulate answers to the online questions of customers (“click-to-chat”) and/or – in case of a very specific request – you transfer the question to the appropriate department
• You participate in the general management of social media, you moderate the Twitter accounts, you produce written content

Profile

• The position requires fluent French (written and spoken) and either fluent German, English or Dutch and a working knowledge of a third language (amongst these 3)
• You have a relevant experience of +/- 3 years (in a customer service/client relations role, ideally acquired in a technical environment)
• You have basic knowledge of social media (Twitter, Instagram, Facebook, etc.)
• You have strong oral & written communication skills: you are clear & articulate, you have a good elocution and you have strong writing skills
• You possess good listening skills, you are able to show empathy towards your customers and you are quality minded
• You are a genuine information seeker and can use your creativity when you can’t find immediately find it
• You have very good diplomatic skills and can interact at all levels
• You are calm and stress resistant, you feel at ease when talking with customers
• You have the ability to work autonomously and to manage priorities but you are also genuinely team spirited
• You have a positive and dynamic work attitude, you like learning new things
• You are genuinely service minded and are keen to find the right solution for your clients
• You are flexible in terms of working hours as the position involves working during week-ends (once/month) and shifts (2.00 pm-10.00 pm and 10.00 am-6.00 pm)

Offer

-Starting date: December 2017

-A permanent, full-time contract

-A competitive salary with a very complete benefits package including bonuses for working in shits and during weekends, luncheon vouchers (€ 8,00/day), health and group insurance, benefits in kind (free transport tickets), a yearly bonus, 50 holiday days/year

– Working hours: 40h00/week in shifts, with a short lunch break (15-20 mn)

-The opportunity to work in a truly international & multicultural environment, in a company, which is constantly evolving and within a fascinating sector!