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 his team of 3 Associates.

 Job Description:

• Providing high-level administrative support to a top-level Executive and to his team of international Managers
• Complex diary management, involving numerous meetings and last minute changes, with high-level Executives (bankers, lawyers, Board members, etc.)
• Coordinating and organising the diaries of the team, in connection with third parts
• 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
• Coordinating the private and professional diaries of the Partner

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 are extremely organised (numerous deadlines to meet), 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 3 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)

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 world leader in HR consulting. They have more than 50 offices around the globe.  The Brussels office was opened several decades ago and is today a leading firm on the Belgian market. Their exclusive offices are located in the centre of Brussels and are therefore accessible by public transport.  They are currently recruiting a diligent Personal Assistant.

Scope of the role:

Working both at national and at international level, the successful candidate will provide day-to-day support to the activities of a Senior Consultant/Partner.

This Personal Assistant will have the following responsibilities:

• Managing the consultant’s agenda: this will include client meetings in Belgium and abroad, telephone meetings, videoconferences and internal meetings
• Preparing and distributing important confidential documents such as client proposals, progress reports, etc.
• Following up and carefully keeping track of all ongoing files handled by the consultant
• Co-ordinating all practical details related to client, consultant and third part arrangements such as meetings, travelling, lodging, etc.
• Preparing the monthly expense reports and following-up with the project invoices
• Updating databases and internal systems
• Scanning, copying, filing documents

Experience and Qualifications Required for the position:

• A minimum of 2-3 years’ experience as Management/Executive assistant supporting Senior Executives in a complex and international environment
• Excellent word processing (Microsoft Word) and proofreading skills
• Fluency in English (spoken and written) with a very good level in Dutch and/or French
• Top-notch administrative skills, comfort in handling complex follow-up activities and juggling multiple tasks in parallel
• Superior sense of organisation, accuracy and rigour – a demonstrated ability to set priorities
• Strong communication skills and a talent for interacting with stakeholders of all levels
• A high sense of discretion and confidentiality, treating sensitive information appropriately and handling external contacts with professionalism, tact and persistency
• A pleasant, well-rounded and mature personality with a positive attitude, a good level of stress-resistance and a demonstrated client-orientation

Offer:

• Permanent contract
• Full-time role (but there is a possibility to work 80 or 90%)
• Flexible working schedule + possibility to work from home during 1 day/week
• A competitive salary with a good package including luncheon vouchers, group and health insurance, annual bonus
• The opportunity to work in a stable and pleasant environment where open-mindedness and good atmosphere prevail
• Starting date: A.S.A.P.!

For one of our clients, a foundation located in the city centre of Brussels, we are looking for an experienced Payroll Officer for the HR Department.

Purpose of the role:

Together with a colleague:

• to follow up the payroll administration from A to Z for +/- 100 staff (blue and white collar workers)
• to answer their questions regarding their remunerations, packages, fringe benefits, holiday days, leave of absence and social legislation in general
• to prepare statistics, expense simulations and reports.

This company does not use an external social secretariat, so all salary calculations, simulations, declarations concerning salaries, packages and fringe benefits are done in house by the HR team. However, they use a payroll software called “ARNO HR”.

Job description:

• To prepare the contracts for new recruits, to terminate the contracts of leavers
• To manage the Dimona declaration for new and former employees
• To manage the quaterly DMFA declarations
• To annually manage the BELGOTAX declaration
• To monthly manage the company’s payroll tax declaration
• To register and follow up the holidays and all leaves of absence
• To do the salary calculation from A to Z, including overtime, raises, promotions, holiday pay, yearly bonuses, etc.
• To prepare various certificates such as certificates of employment, of income tax, etc.
• To follow up the procedure related to occupational accidents, employees in sick leave (declarations of risks in the « Banque Carrefour de la Sécurité Sociale »)
• To liaise closely with the Head of HR, the Risk Prevention Counsellor, Department Heads, the Accounting Department, etc.
• To have regular exchanges with third parts such as the « Office National d’Allocations Familiales pour travailleurs salariés », the « Office National de Sécurité Sociale », the « Service Fédéral des Pensions », the « Office National des Vacances Annuelles », the « Office National de l’Emploi », insurances companies, mutual funds, MIVB/STIB, DE LIJN, NMBS/SNCB, etc.
• To prepare statistics, simulations of expenses and reports (financial and HR)
• To prepare Excel spreadsheets (e.g.: to calculate supplementary pensions)
• To manage the administration related to new memberships for the group insurance, to manage the other insurance memberships, to monthly calculate the intervention in medical costs (to prepare calculations in Excel, to make copies, to manage the correspondence, to archive relevant documents)
• To do the follow up of luncheon vouchers and Sodexo gift vouchers
• To do the follow up of travel season tickets
• To answer questions from the staff, from Department Heads and from third parts
• To actively follow the changes in social legislation (via newsletters, trainings, etc.)
• And much more!

The ideal candidate has the following profile:

• A Bachelor in HR, Personnel administration, Accounting, etc.
• 5 years relevant experience in HR or personnel administration ideally acquired in the non-for-profit sector
• A good knowledge of Belgian social legislation and labour law
• A good knowledge of a payroll/HR software and of MS Office (Word, Excel, Outlook, Access)
• A very good knowledge of French and Dutch
• You are empathetic as you will be in contact with the whole staff, with very good listening and counselling skills
• You are precise, punctual, organised with an ability to focus
• You are autonomous and methodical, you can operate in a set framework, you are accountable and responsible
• You are discrete, able to handle very sensitive and confidential information
• You are respectful towards your colleagues and Manager
• You are positive and proactive and you enjoy team work
• You are integer and reliable and you wish to make a long-term commitment with your next employer

Offer:

• An open ended employment contract
• Starting date: January 2018
• A salary in line with the non-for-profit-sector, luncheon vouchers, group insurance, reimbursement of transport costs
• The company is very accessible by public transport and the offices are very pleasant
• A very respectful work environment, a company that offers genuine employment security and a good work/life balance

 

Our client is a listed portfolio company investing in companies and Private Equity funds.  They represent 60 people with offices in Brussels, Luxembourg and Singapore.  Their accounting & consolidation department consists of 4 people and, following the departure of one of them, they are currently recruiting a talented  accountant/financial professional to join this team.

Job description :

• Introducing financial transactions into the accounting system for the portfolio operations
• Bookkeeping of the Belgian entities respecting local standards and international standards (IAS/IFRS)
• Applying monitoring procedures of the internal control system
• Preparing VAT and tax declarations
• Deliveries and payments related to security transactions
• Executing treasury transactions (payment schedules, loans, deposits, reporting)
• Preparing and distributing financial reports (internal management)
• Participating in the consolidation process
• Coordinating with internal clients (Tax & Legal, Human Resources, Middle-Office,..) and external partners
• Participating in projects of the department (use of new systems/tools, implementing new standards, etc.)
• Keeping documents up to date regarding operational processes (+ filing/archiving them)

Profile:

• You have a Bachelor’s Degree in Accounting or a Master’s Degree in Economics and minimum 5 years of relevant experience (with a motivation to develop further in the role)
• You are fluent in French and English. You can express yourself correctly in Dutch.
• You have a sound knowledge of international IAS/IFRS accounting standards and of taxes
• You have a good understanding of the financial markets
• You are rigorous and analytical, you apply common sense
• You have a flexible work attitude, especially in periods of month-end closings/quarterly closings/etc.
• You are responsible and you have a good sense of confidentiality
• You have the capacity and the willingness to participate in projects related to the general functioning of the department
• You are IT literate: you have a good knowledge of Excel and of some accounting/financial software.  You also enjoy learning new tools & systems.
• You are open to punctually travelling to Luxembourg

Offer & practical aspects:

• Starting date : ASAP
• Permanent contract
• Competitive salary
• Extra-legal benefits: luncheon vouchers, group insurance, health insurance (including dental costs and ambulatory insurance), reimbursement of public transport (100%)
• Easy access by public transport
• Working hours: 38h/week with occasional overtime (during key periods)

Our client is a well-established, international company active in the tourism industry. They are currently recruiting a diligent Sales Executive to join their B2B Sales team (+/- 16 people). Their offices are located in the centre of Brussels (easy to reach with public transport) and they employ +/- 100 people.

Purpose of the role

For the French and German markets:

• maintaining and developing a client portfolio
• doing the follow up with distributors
• participating in the development of various products in view of increasing the sales of the B2B department

 Job description

• Creating and following up a portfolio of clients, developing the B2B market
• Having regular contacts with clients by phone and mail
• Measuring client satisfaction, managing expectations, solving issues
• Doing the follow up of client contracts
• Sales demonstrations: participating in various events, representing the brand
• Assisting distributors regarding all the product distribution related issues
• Participating in the development of the loyalty programme
• Daily management of the loyalty programme in collaboration with the customer service
• Managing sales and marketing incentives, in partnership with distributors
• Participating in the organisation of study visits for sales teams: planning, managing travel bookings, assisting the organising team, assessment and monitoring
• Participation in branding activities towards B2B clients
• Travelling approximately once/month in France and Germany

Profile

• You ideally hold a Bachelor in Sales, Marketing or Tourism
• You are perfectly bilingual in French and German and have a working knowledge of English
• You already have 3 years experience in a sales or marketing related role
• You have a good knowledge of MS Office
• You have excellent communication skills (spoken and written)
• You are flexible and team minded
• You are very organised and can work autonomously
• You are service minded

Offer

• Starting date: ASAP!
• A full time, open ended contract
• A competitive salary
• Fringe benefits including luncheon vouchers, health and group insurance, benefits in kind, extra holiday days, yearly bonus
• A truly international and multicultural working environment in a fast developing company!

Thank you for sending your application to Agnès Guilloux, Partner at Care4You. All applications will be handled with the utmost discretion. Please do not hesitate to contact us should you wish additional information!

Contact details Agnès: agnes@care4youconsult.com

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 Commercial Assistant who will be supporting a team of 5-6 Sales 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 an international law firm with 12 offices worldwide.  Their Belgian offices (+/- 60 people) are located in central Brussels and are therefore very accessible by public transport. They are currently recruiting a diligent assistant who will be working in their Public Policy & Government Affairs Practice.

Job description:

• supporting a Partner and several Senior Advisors& Policy Advisors in their daily activities
• preparing and organising meetings
• coordinating events (seminars, panel interviews, etc.)
• registering the team members to seminars, networking & lobbying activities
• editing and handling the layout of documents
• preparing all sorts of documents and correspondence, etc.
• preparing PowerPoint presentations
• some research work
• updating contacts’ lists
• handling e-mails and telephone calls
• liaising with external parties (high-level contacts!)
• dealing with various ad-hoc queries

Profile:

• The ideal candidate holds a Bachelor in Office Management, Languages, …
• You are fluent in English (very good written skills), knowledge of an additional language can be a plus (French, Dutch, German, …)
• You possess minimum 2-5 years of experience in an assistant role and ideally in a similar environment (law firm, EU-association, lobbying agency, …)
• You are computer literate and possess advanced skills in MS Office (Outlook, Word, Excel, PowerPoint)
• You are precise and rigorous, with a genuine eye for detail
• You are highly organised and able to set priorities with an aptitude to understand new concepts quickly
• You are proactive & solution oriented and you always apply common sense
• You have an outgoing personality with good interpersonal, communication and diplomatic skills
• You have a flexible working approach and you always strive to exceed the expectations of clients

Offer:

• A permanent contract
• Starting date: as soon as possible!
• A very competitive salary and comprehensive benefits package
• International and very dynamic working environment with room for initiative & personal growth
• A non-traditional assistant role in a legal environment
• The opportunity to work in a quality oriented, corporate environment in superb offices in the centre of Brussels!

Our client is a European leader in HR solutions within the technology and engineering sector. Their Brussels office (+/- 100 staff) 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 Payroll Officer who will be working as part of a team of 6 HR/Payroll professionals.

Purpose of the job

To handle the complete time registration/timesheet process in order to prepare the payroll for all employees. To be the contact person for HR questions related to leave of absence. To gradually evolve towards a Payroll Officer position for +/- 1000 employees in Belgium (Head office staff + outsourced consultants).

Job description

• To handle all leave requests from employees whether they are sick leave, holiday leave, sabbatical, paternity and maternity leave, etc.
• To check that the leave request meets the legal requirements and that the employee is entitled to it
• To liaise with Line Manager and ensure that leave is authorised
• To create and register the leave request in the system
• To ensure that the employees hand in all the necessary justifications in case of leave (e.g. doctor certificate for sick leave)
• To answer various questions from the staff (in French and Dutch) regarding leave and HR-related questions
• To work alongside the Payroll Officer
• The role will gradually evolve towards a Payroll Officer one, which means that the jobholder will eventually be responsible for the whole payroll process of 1000 employees (together with a colleague)

Profile                                                        

• You ideally hold a Bachelor in Human Resources, Accounting, Payroll or in any related field
• You have at least 6 months experience in payroll/time registration or HR administration
• You are fluent in Dutch or French and have an excellent knowledge of the 2^nd language (both spoken and written). A working knowledge of English is a plus
• A basic knowledge of Belgian social legislation is a plus
• You work thoroughly and with an eye for detail, you are organised, structured and able to manage your time effectively
• You possess strong interpersonal and communication skills
• You focus on providing a high-quality service and you are very discrete
• You enjoy working in a team and having contacts

Offer

• A permanent contract
• Starting date: as soon as possible
• A competitive salary
• Fringe benefits including a monthly net allowance, luncheon vouchers, health insurance, group insurance and 32 holiday days (working week of 40 hours)
• Access: the company is located in central Brussels and is easily accessible by metro and tram
• The opportunity to work in a fast-paced international environment where you will develop your HR & Payroll knowledge!

Thank you for sending your application to Agnès Guilloux (agnes@care4youconsult.com), Partner at Care4You. All applications will be handled with the utmost discretion. Please do not hesitate to contact us should you wish additional information!

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 Administrative & Marketing Assistant who will work together with a team of lawyers and with the Business Development Manager.

Purpose of the role:

Editing/proofreading legal texts for the fee earners, assisting a team of lawyers in their daily activities and supporting the Business Development Manager.

Job description:

• editing/proofreading legal texts
• agenda and travel management for a team of lawyers
• preparing and organising meetings
• handling the layout of documents
• preparing PowerPoint presentations
• invoicing: tracking timesheets, preparing invoices following the company’s guidelines
• filing documents (on paper + electronically), keeping filing system up to date
• helping with the preparation, drafting and coordination of pitches, proposals & Requests For Proposal-responses
• updating contacts’ lists
• handling emails and telephone calls
• maintaining marketing materials, including brochures, practice group descriptions, client alerts, intranet/website, …
• providing occasional logistical event support for local business development events
• 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/Marketing/Communication/ … or is equivalent by experience
• You are an English native speaker, knowledge of French and/or Dutch is an important asset
• 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
• International and very dynamic 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!

 

SUMMARY OF THE ROLE

Assisting 3 attorneys 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 department so an accurate way of working, a good communication and a team orientation 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 & Associate 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), knowledge of French is a plus
• Approximately 3 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, 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 working atmosphere

Thank you for sending your application to Elke Wellens, Partner at Care4You. All applications will be handled with the utmost discretion. Please do not hesitate to contact us should you wish additional information!