Our client is an international member organisation located in the city centre of Brussels, which is currently looking to recruit a Bookkeeper on a permanent contract basis.

Purpose of the role

To report to the Head of Operational Management. To record and administrate all the financial transactions of the organisation. To be responsible for the day-to-day accounting. To ensure that the accounts are kept in accordance with legal and internal rules and procedures

 Job Description

• Maintaining the budgetary accounting system using BOB financial software
• Processing travel expenses in accordance with internal regulations
• Checking and booking invoices from day to day business, travel, mission and general staff expenses as well as bank statements
• Ensuring that all financial operations are duly signed and supported by adequate justification
• Monitoring VAT exemption
• Preparing national and international payments by bank transfer (suppliers, staff, etc.), as well as cash/electronic and credit card payments
• Assisting the Head of Operational Management in the preparation of financial reports and audits
• Monitoring the organisation’s investment fund
• Following payments from members
• Participating in the elaboration of various budgets related to the organisation’s activities
• Participating in 2 general assemblies/year taking place abroad and involving irregular working hours and duties which are outside the scope of the role

Profile:

• Minimum 2 years’ solid experience in bookkeeping/accounting
• Excellent knowledge of French and English, which are the 2 working languages of the organisation
• Excellent IT knowledge (especially Excel but also Word and Access). A knowledge of an accounting software is a must
• Strong organisational and administrative skills
• Experience of working in a member association and in an international and multicultural environment is a plus
• You are extremely accurate and genuinely figure-minded
• You are proactive and apply common sense
• You have a strong sense of confidentiality
• You are team minded, flexible (to adjust to changing circumstances), internationally-minded and are stress resistant
• You are available to travel at least twice/year, for approximately 7 to 10 days each time

Offer:

• Starting date: November/December 2017
• A permanent and full-time contract with an expatriate status
• A competitive salary with a benefits package (pension plan, health insurance)
• Location: central Brussels, very easily accessible by public transport
• The opportunity to work in an international environment and in a small, closely-knitted and dynamic team

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, Cell phone: + 32 489 062 392

 

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 shiny personality to handle their reception and to help out with administrative duties.

Purpose of the job

The receptionist/office assistant is the first contact with all visitors, whether guests or vendors.  The person will be in charge of covering the reception, answering the telephone and welcoming guests to the public area.  Their role will also be to provide ad-hoc assistance to the Office Manager, to the Management Assistants and to the Attorneys.

Job description:

• Manning the reception, making sure the reception area is always spotless (reception lounge, meeting, etc.)
• Preparing meeting rooms and visitor rooms (notepads, pens, refreshments), checking what meetings are taking place every day
• Welcoming visitors, handling their requests, assisting them
• Handling incoming phone calls, taking messages
• Handling incoming mail, liaising with courier and express delivery companies, handling outgoing mail
• Going to post office for registered mail, occasional errands or pick up of documents at the European Commission or other places
• Responsible for some office management duties: handling office and kitchen supplies
• Ordering lunches for meetings, bringing them to the rooms, tidying up the rooms after the meeting
• Administration duties: sending faxes and emails, printing,/scanning documents, encoding some data into Word documents and Excel spread sheets
• Occasionally assisting with hotel and travel arrangements for the Attorneys
• Working/liaising with the Day Receptionist/Office Assistant
• Providing administrative support to the Office Manager (e.g. planning and monitoring visits of various suppliers, checking suppliers’ invoices, etc.)

Profile:

• The ideal candidate holds – at least – a high school diploma
• You are fluent in English (oral + written) and you have a very good working knowledge of French. Dutch and Russian are a plus.
• You possess +/- 2 years of experience in a similar role and ideally acquired in a corporate environment (law firm, consulting, etc.)
• You have a professional presentation and good manners
• You are computer literate and possess a good knowledge of MS Office (Outlook, Word, Excel)
• You are a good team player but you can also work autonomously
• You have good interpersonal, customer service and diplomatic skills
• You have a stable and cheerful personality
• You know how to deal with extremely confidential information, you are a very discrete person
• You work with a lot of eye for detail, you have a positive and proactive attitude
• You are able to prioritise and multitask assignments, you can work efficiently under pressure

Offer:

• A permanent contract
• Starting date: as soon as possible!
• Working hours: 11/11.30 am-7.30/8.00 pm (Monday to Thursday), 10.30am-7pm (Fridays)
• 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!

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!

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 an Executive Assistant who will be assisting 2 members of the Executive Committee.

Job Description:

• Providing high-level administrative support to 2 top-level Executives
• 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 documents and presentations using MS Office (Word, Excel & PowerPoint)
• General administrative duties (handling correspondence, updating contact lists, scanning and filing documents, etc.)
• Ad-hoc projects (e.g. research work, events organisation, etc.)
• Some private secretarial duties
• Helping out with the organisation of internal events
• 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 is an important asset.
• You already have at least 5-10 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

Offer:

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

Thank you for sending your application to Elke Wellens (elke@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 an international consulting company mainly active in the automotive, telecom, life sciences and energy sector. They are today urgently looking for an HR Assistant. The jobholder will be partly based in the Brussels office, which is very accessible by public transport (3 days/week), and partly in the Zaventem office (2 days/week).

Purpose of the job

To be the main contact person for new Dutch-speaking employees. To work as part of a team of 3 including a French speaking HR Assistant and the HR/Payroll Officer.

Job description

• To welcome newcomers: to provide information to new employees, to review company policies and procedures, payroll information
• To create and maintain employees files in the database
• To collect and process personal data from the new and leaving employees
• To inform new employees on phone, insurances and luncheon vouchers policies and procedures
• To be their point of contact and to give them all the necessary information
• To administer the employee benefits programme with suppliers (insurances, luncheon vouchers, etc.), to do the follow up of benefits packages
• To manage work contracts (printing, filing, etc.)
• To handle the personnel administration of expatriate employees and trainees in cooperation with the head office, to do the follow up of work permits, to process and control the expenses, holidays and sick leaves of expatriate employees
• To handle exit interviews

Profile

• You ideally hold a Bachelor in Human Resources, Business Administration, Law or Accounting
• You are a young graduate without experience or you already have a first experience in the field of HR
• You are fluent in Dutch (most important language for the role) and have a working knowledge of French and English
• A basic knowledge of Belgian social legislation is a plus
• You work thoroughly and with an eye for detail, you are organised, are able to manage your time effectively and are flexible
• You possess strong interpersonal and communication skills
• You focus on providing a high-quality service, have strong problem solving skills and you are very discrete
• You enjoy working in a team

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 a discretionary bonus
• Location: the jobholder is based 3 days in central Brussels and 2 days in the Zaventem office
• A great opportunity to mark your first steps in the field of HR!

Thank you for sending your application to Elke Wellens (elke@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 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 Management/Executive 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 high- level Consultant.

This Management/Executive 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
• 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.!

Thank you for sending your application to Elke Wellens (elke@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 with more than 20 offices worldwide. Their Belgian offices are located in central Brussels and are therefore very accessible by public transport. They are currently recruiting a diligent assistant who will work in their Antitrust Practice.  His/her role will be twofold: taking care of the corporate housekeeping for an international non-profit association and coordinating the monthly billing process for the antitrust group.

Job description:

Corporate housekeeping for an international non-profit association:

• setting-up bi-weekly conference calls, circulating the agenda, drafting summary notes
• assisting in the organisation of annual assembly meetings and executive committee meetings
• coordinating the organisation of the annual event/symposium from A to Z (list of guests, invitations, programme, brochures, venue, accommodation, transport, …)
• maintaining and updating the website, monitoring the Twitter and email accounts
• preparing all sorts of documents and correspondence
• updating the EU transparency register once a year, liaising with the members for agreement
• monitoring the bank accounts and coordinating payments & billing on behalf of the organisation, liaising with the accountant for the preparation of the annual accounts, assisting with the preparation of an overview of the spending and an estimate of specific costs
• assisting with ad-hoc queries

Billing responsibilities:

• coordinating the monthly billing process for the Antitrust group in collaboration with the Accounts Department
• ensuring bills are prepared in accordance with client agreements, firm’s processes and billing partner instructions.
• dealing with various ad-hoc queries, time transfers and write-off requests
• participating in partner/fee earner billing meetings and following up

Other:

• providing occasional administrative support to lawyers of the Antitrust practice
• monitoring emails, organising diaries, submitting time sheets and dealing with expenses, modifying documents, etc.

Profile:

• The ideal candidate holds a Bachelor in Office Management, Languages, …
• You are English native or equivalent (very good written skills!) with some knowledge of French and Dutch
• You possess minimum 5 years of experience in a similar role and ideally in a similar environment (law firm, professional services, …)
• You are computer literate and possess advanced skills in MS Office (Word, Excel). Knowledge of Keystone, Elite, SAP can be a strong asset.
• You are extremely 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 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 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!

Our client is a Belgian company specialised in fine art logistics (handling and transportation of contemporary works of art) with a sister company in New York. Their clients are art galleries, museums and art collectors all over the world who need to transport artworks such as paintings, sculptures and art installations. They have a fully functioning and growing client base, in a very fast-paced market. For their small team based in Brabant Walloon, they are currently looking to recruit a diligent Logistics Operations Manager.

Purpose of the job:

To be directly responsible for the whole Operation of the company: from day-to-day client relations and making quotations to fully processing orders from their point of departure to their final destination. To learn and quickly grasp the necessary steps for flawless shipment and handling of art pieces. To report and work side by side with the Co-Founder and Managing Partner.

Job description:

Administrative & Logistics duties (70%)

-To be in charge of the whole operation and flawless follow-up of the logistics chain of different orders: pick up, art handling, warehouse in-out, export customs, freight, import in destination country and delivery to final destination. At times, to manage more complex (i.e. group shipping) with different pick up and delivery points.

-During the shipping process, to constantly follow up with clients and a variety of providers (mainly by phone and email) to make sure the process is smooth and timely, and that no mistakes are made. To make sure that all deadlines are met.

The tasks will involve:

-Making Art shipping offers to art Galleries, art Collectors and Museum for a variety of shipping needs

– Setting calendar date for pick up and assigning the person in charge of pick up

– Filling in, with extreme precision (no room for mistakes), the export documents

-Transmitting export documents to the customs broker and liaising with them to avoid any misunderstandings

– Making flight or boat bookings

– Updating internal files (Google Sheets and Excel) on the shipments and orders

– Following up to make sure goods have left the air/port and arrived to final destination country as planned

– Following up the import procedure in destination country, and delivery to the destination warehouse. Ensuring the goods are transferred to their final delivery point.

– After final delivery following up with client to assess satisfaction

– Liaising daily with sister company in New York for the organisation and follow up of transport of goods

Fieldwork (20%)

-Ensuring that the goods arrive to the warehouse, and that they are correctly labelled and placed

-Making sure goods to be picked up are correctly assigned in their packages and labelled

-Making sure the pickup responsible has all the necessary information and materials/tools for the pick up

-On the day of pick up, follow up to ensure that pick up is going on schedule

-Organising crating /hard packaging of artwork with employees or subcontractor

-Organising labelling of crates and transfer to the airport/port with subcontractor or employee

– Coordinating with warehouse employees

– Art handling assistance

Office Management (10%)

– Accounting & finance: cash flow management, paying salaries, handling suppliers invoices, making payments, issuing and sending client invoices, filing all accounting documents, preparing documents for the external Accountant

– Facilities management: planning refurbishment work when needed, liaising with contractors, coordinating work/maintenance of the building (heating, repair, etc.)

Profile:

You have

• A minimum of 5 years working experience as Office Manager or Head of Administration, ideally acquired in a small structure and in a hands-on environment. Experience in the field of shipping, logistics and/or import/export is a plus
• University degree (Bachelor or similar)
• Direct experience in working with deadlines
• Proven administrative and organisational skills
• Excellent phone manner and interpersonal skills
• Experience in dealing with clients
• Flexible approach to working hours (not a 9-5 mentality)

You are:

• Hard working, committed and stress-resistant
• Fluent in French and English (both oral and written).
• Very well organised
• Multi-tasking professional
• Computer literate (good knowledge of Word and Excel)
• Detail oriented
• A quick and motivated learner
• Hands on and operational, a genuine self starter
• Autonomous and comfortable about working in an environment where you will have just 1 or 2 direct colleagues
• Problem solver and resourceful

Offer:

• A full-time, permanent contract
• Starting date: September/October 2017 (could be later as well)
• A competitive salary including a company car (BMW), fuel card, cell phone and lap top
• This is the ideal opportunity for an experienced Administrator looking to take their career to the next level and eager to exploit their entrepreneur side
• Training: the Co-Founder and Managing Partner will personally train the job holder (9 months to 1 year on-the-job training)
• Location: the offices are located in a warehouse in an industrial zone in Brabant Walloon (30 km South of Brussels – E19 motorway)

 

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, GSM: 0489/062 392

Our client, an international organisation based in central Brussels, is the voice of its stakeholders and aims at promoting their actions at European and international level. Their human-sized office is located in the centre of Brussels and is therefore very accessible by public transport. They are today looking to recruit a diligent Editor to join their Communications team (5 staff).

Purpose of the role: to be responsible for the entire production process and editing of corporate publications, as well as producing content for some of print/online publications.

Job description

• To edit several corporate and promotional publications in collaboration with the Communications Manager
• To work with expert colleagues to identify potential content and contributors and carry out background research
• To coordinate the translation process
• To coordinate the layout process with the internal Graphic Designer
• To coordinate the printing, mailing and distribution with external suppliers
• To edit, proofread and/or review other corporate content (knowledge, policy and statistic briefs, action points, technical reports, corporate brochures, web text, presentations, promotional leaflets and emails)
• To carry out background research and write copy for online platforms (company websites, campaigns, social media, video) or any other type of content on request

Profile

• The ideal candidate holds a Bachelor or a Master in Communications, Journalism, PR or in any related subject
• You already possess 1-3 years of relevant experience, an experience in publication management or journalism is a plus
• You are perfectly fluent in English (spoken and written). A business knowledge of French is a significant asset
• You are autonomous and have project management skills
• You have excellent communication skills, can represent the company towards third parts and can adjust to all sorts of interlocutors
• You can multitask and can demonstrate very good organisational abilities

Offer

• A permanent contract
• Starting date: September 2017
• A competitive salary with a complete benefits package including luncheon vouchers, comprehensive health and group insurances, 100% reimbursement of transport costs
• Accessibility: the company is located in central Brussels and is very easily accessible by public transport
• This is a unique opportunity to join a fast moving organisation and a truly multicultural environment!

 

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 high-profile international law firm with more than 20 offices worldwide. Their Belgian offices are located in central Brussels and are therefore very accessible by public transport.  They are currently recruiting a diligent Business Development Assistant who will work together with the Business Development Lawyer.

Purpose of the role:

Providing support to key business development initiatives, spotting commercial opportunities, preparing client and deal reviews, providing high quality pitch documents and other marketing material, coordinating business development events.

Job description:

• preparing, drafting and coordinating pitches, proposals & Requests For Proposal-responses
• working directly with the Business Development Lawyer, the Partners and the Associates in the Brussels office and also across the global network
• understanding the client’s business, recent developments as well as their specific needs & demands; identifying & understanding the firm’s relevant experience & knowledge in order to provide tailor-made and high quality pitches and proposals
• conducting competitive intelligence and market research in preparation for client and prospect meetings, pitches/proposals and other business development initiatives
• assisting with general marketing information requests from lawyers and staff
• updating activities and opportunities in the firm’s system to track new and developing business
• maintaining marketing materials, including brochures, practice group descriptions, client alerts, intranet/website, …
• providing occasional logistical event support for local business development events (crafting various print and electronic materials, managing the electronic announcements & invitations, handling pre-event logistics, providing on-site event staffing, handling a post-event follow-up, tracking ROI received, …
• preparing and coordinating directory submissions to raise external profile
• acting as a project manager on different Business Development projects/initiatives

Profile:

• The ideal candidate holds a Master’s or a Bachelor’s Degree in Business/Economics/Marketing/Communication/Languages/Office Management… or is equivalent by experience
• You are fluent in English (spoken and written) with a very good level in French and Dutch
• You are computer literate and possess advanced skills in MS Office (Word, Excel, PowerPoint) and web-based research
• You possess ideally a first experience in a similar role – preferably in a similar environment (service sector)
• You have affinity with business development and commercial processes
• 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!

Our client is a well-established, international company active in the tourism industry. They are currently recruiting 4 diligent Customer Relations Officers 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

• you are the focal point of contact for customers in different countries: 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
• contact management and updating the database
• you participate occasionally in marketing/commercial projects (e.g. a loyalty campaign) where you proactively contact customers/prospects

Profile

• The 4 positions require different language combinations:
  • Position 1 and 2: you are a perfectly bilingual in French and German. You also possess a working knowledge of English or Dutch
  • Position 3: you are perfectly bilingual in French and Dutch
  • Position 4: you are bilingual in Dutch and French. You also possess a working knowledge of English or German
• You have a first relevant experience of +/- 2 years (in a customer service/client relations role, ideally B2C)
• 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 very service & quality minded
• 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 and developing yourself
• You are flexible in terms of working hours: working in shifts (7.30am-3.30pm and 12.30pm-8.30pm) and working during weekends (on average during 2 weekends/month) is not a problem for you

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

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