Our client is a small, yet exclusive actuarial consultancy located in Leuven.  Thanks to their quality services, their personal and transparent approach and the dedication of both Managing Partners, they managed to build an excellent reputation on the Belgian market over the past years.

They are currently recruiting an Administrative Assistant (m/f) who will be assisting them in the execution and organisation of the complete administrative workflow of the company.

As an Administrative Assistant your daily tasks and responsibilities will include:

• preparing, updating and following-up of individual pension files
• the administrative preparation and follow-up of the monthly pension payments
• verifying individual pension calculations and documentation
• the organisation and processing of all incoming and outgoing documents (on paper + electronically)
• assisting with the development and optimisation of internal electronic processes
• the preparation and documentation of all accounting pieces for the different pension funds
• and much more!

Your profile:

• You ideally have  a Bachelor’s Degree (e.g. in Finance, Accounting, Office Management, Languages, …)
• You are a recent graduate or you already have several years of professional experience in an administrative support role.  Previous experience in a role as file manager or client administrator in the finance sector (e.g. an insurance company) can be an asset.
• You speak and write fluently in Dutch.  You also have a very good level in French and English.
• You are computer literate: you can work with MS Office  (Word, Excel, PowerPoint, Outlook) and with various databases & on-line tools
• You have strong administrative skills and you enjoy working with numbers
• You work accurately & efficiently and you are very conscientious
• You learn quickly, you have a proactive attitude and you like taking initiatives
• You can work autonomously but you also enjoy working in a small team (5-6 people)

Our offer:

• A permanent contract
• Starting date: to be discussed
• Possibilities to work part time (3/5th, 4/5th, …) and/or to have a flexible work schedule
• Competitive salary package, including luncheon vouchers (€8), health and group insurance, 100% reimbursement of public transport costs, company bike
• Varied job content, creation of a role
• Very professional and respectful managing partners who show a lot of integrity and who are looking for someone who can work with them (and not for them)!
• Open, informal and down-to-earth mentality, very nice offices!

Our client is a small, yet exclusive company specialised in strategic HR services (3 staff).  They are part of an international network and they offer to their clients various services ranging from Executive Search, Executive Coaching, Training and Leadership Consulting. The team is currently made of the 2 Founding Partners and is due to expand in the coming months/year. They are currently looking to recruit a diligent Office/Business Support Manager who will be in charge of supporting the business in all its aspects.

Job Description:

Executive Assistant duties & Office Management

• offering first class administrative support to the Partners
• diary management, organising meeting and business trips
• managing the expenses, updating contacts’ lists, etc.
• preparing documents using MS Office
• screening e-mails and phone calls
• ensuring the smooth running of the office (office management duties)

Financial administration and accountancy duties

• drawing up and preparing the necessary documents for the Accountant
• preparing the documents for 3 legal entities (French and Belgian companies)
• managing incoming and outgoing invoices
• handling the 3 companies’ payment transfers

Project support

• preparing proposals for clients, preparing and following-up on tenders, registering new clients in the system, making sure all necessary documents are signed (contracts, agreements, etc.)
• liaising with clients and partners such as sub-contractors based in Belgium and abroad, offering them organisational support
• organising national and international events such as business lunches, off-site meetings, team events, General Assemblies, etc.
• being the main contact for the organisation of coaching sessions and the coordination the training sessions
• managing the training platform

Marketing

• managing the blog part of the company’s website and the social media (content posting on Twitter, LinkedIn and Facebook)
• writing and sending monthly e-newsletters using MailChimp
• translations of articles
• managing advertisements on company website + external websites
• updating databases
• following-up on customers’ satisfaction

Profile:

• You are perfectly fluent in English and French (with excellent writing skills in both languages).  Dutch is a strong asset.
• You already have at least 5 years experience acquired in a Management/Executive Assistant or Office Manager role
• Experience in the service sector is essential. Experience working in a smaller structure and/or within a virtual office can be a very strong asset.
• You are autonomous and extremely organised (planning own work, juggling multiple priorities, creating/improving work procedures, etc.)
• You are proactive and you have strong problem solving skills – you are able to think outside the box
• You are genuinely service minded and versatile, you are a quick learner
• You are a committed and resourceful self starter and can work with limited supervision
• You can communicate at all levels including Board level
• You are comfortable working in an environment where you will have no direct colleagues as the Partners travel constantly and you will be often alone

Offer:

• A permanent and full-time employment contract
• Starting date:  ASAP
• A competitive salary
• Flexible work practices: you will only be expected to be in the office next to Gare Centrale/Centraal Station 1 day/week and you will be homeworking the rest of the week.
• The opportunity to work in a fast-growing, international, human-sized company with inspirational leaders!

Our client is a high-profile international HR Consultancy working with blue-chip companies worldwide. They work with a small team in Brussels (10-15 people) but they are part of a large, international network.  They are currently recruiting a diligent Personal Assistant to work for 1 of their Partners.

Job description:

• agenda and travel management
• setting up client meetings and videoconferences
• screening telephone calls and emails
• preparing and handling the layout of client letters, proposals, reports, etc.
• producing PowerPoint presentations
• processing expenses
• liaising and acting as a linchpin between the company & its clients, developing key relationships
• working closely with rest of team to ensure correct completion of assignment paperwork
• being fully up-to-date with each project status – liaising with other consultants & associates
• updating and maintaining client files in specific information resource system
• and much more!

Profile:

• Perfect knowledge of English (oral and written) with a fluent level in 1 of both national languages (Dutch or French). An elementary knowledge of the other national language will be sufficient.
• You have minimum 5 years of experience in a role of Management/Executive Assistant within a blue-chip environment, ideally in the service sector (e.g. legal, consultancy, …)
• You are computer literate and possess advanced skills in word processing (Microsoft Word, Excel, PowerPoint, Outlook). Previous experience working with sophisticated information resource systems and databases can be a strong asset.
• You have top-of-the-range administrative skills and an absolute drive towards professionalism & client satisfaction
• You are articulate and have experience dealing with top-level & high-profile individuals
• You are hands-on, well organised, precise & rigorous and you are able to set clear priorities
• You are proactive & solution oriented and you like juggling multiple activities
• You always demonstrate strong business ethics (honesty, integrity, diplomacy, confidentiality, discretion) in all situations
• You display a bright, positive personality style projecting an aura of calmness
• You are mature, highly self-motivated and always demonstrate a strong team spirit!

Offer:

• A permanent contract
• Starting date: as soon as possible
• A competitive salary and comprehensive benefits package (including luncheon vouchers, health insurance, group insurance, 100% reimbursement of public transport costs)
• International, dynamic working environment with a non-hierarchical structure and 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!

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!   Contact details Elke: elke@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 HR Administrator who will be reporting to the HR Manager Belgium and Luxembourg.

Purpose of the job

As an HR Administrator, you will be processing the monthly payroll, handling various administrative tasks and supporting the HR Manager on ad-hoc HR projects.

Job description

• Processing the monthly payroll for the Belgian (100 people) and Luxembourg office (20 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 and verbal skills in English and Dutch. A good working knowledge of French is a strong asset.
• You have a some knowledge of Belgian social legislation and payroll procedures
• 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!

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 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

As an HR Administrator, you will be processing the monthly payroll, handling various administrative tasks and supporting the HR Manager on ad-hoc HR projects.

Job description

• Processing the monthly payroll for the Belgian (100 people) and Luxembourg office (20 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 and verbal skills in English and Dutch. A good working knowledge of French is a strong asset.
• You have a some knowledge of Belgian social legislation and payroll procedures
• 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!

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 renowned firm in the service sector. Their office (+-120 people), located in the Louise/Porte de Namur area of Brussels, is today looking to recruit a part-time Receptionist who will be in charge of managing the reception area and the meeting rooms.

Job description

• Welcoming visitors and accompanying them to a conference room, informing people internally that their visitor arrived
• Handling visitor badges
• Handling incoming phone calls, screening the calls, transferring calls internally, taking messages
• Managing the reservation of meeting rooms
  • Making updates and changes to the reservations
  • Liaising with the catering service and with the Executive Assistants
  • Checking the rooms prior to the meetings
  • Setting-up the room in absence of catering service
  • Handling all the orders (catering, kitchen supplies, etc.)
• Mail
  • Sending off mail by Bpost
  • Sending off registered letters
• Booking taxis and limousines
• Assisting with the reservation of restaurants & hotels, travel arrangements
• Organising all sort of courier services
• Liaising with IT
• Ordering flowers, following-up on birthday gifts

The ideal candidate has the following profile:

• Good administrative skills and ideally previous experience as a Receptionist
• Perfectly fluent in English. Additional languages such as French, Dutch and German are strong assets
• Accurate drafting and typing with experience of Windows based packages including Word, Excel, PowerPoint and Outlook
• Corporately presented, very good elocution and well mannered
• Excellent organisational skills with an eye for detail
• Resourceful, reliable and responsible
• Team player, flexible and stress resistant
• Discrete and strong sense of confidentiality
• Open minded, smiling, willing, with a cheerful personality

Offer:

• A contract of limited duration of 3 months (but can be extended)
• Starting date: asap
• Working hours: 2pm-6pm Monday to Friday
• A competitive salary with fringe benefits (luncheon vouchers, group and health insurance)
• The opportunity to work in a dynamic and international environment!

 

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 organisation located in the city centre of Brussels and is currently looking to recruit a General Services Coordinator on a permanent contract basis.

 Purpose of the role

To ensure the maintenance of the building, the equipment and the infrastructure of the office. To ensure that optimal working conditions are achieved and maintained. To be the point of contact for issues related to the safety of the building.

 Job Description

• Supervising and handling the maintenance of the building including the security system, as well as coordinating and following-up on any necessary work;
• Responsible for doing minor manual work (lifting parcels, moving pieces of furniture, etc.), doing basic plumbing and repairs (changing bulbs, changing electric plugs, etc.)
• Maintenance of equipment, furniture and other office materials, research into office suppliers, management of inventories;
• Management of specific material needed for events
• Security: acting as the first point of contact with the external security company; ensuring risk prevention and the safety of the installations;
• Stock management;
• Driver duties; driving members of staff to and from airport and to meeting points in Brussels
• During events (which take place abroad twice/year during 1 week): contact with carriers, organisation of freight, manage customs and insurance formalities, packing and recording material for the transport to and from the session venue, distribution and provision of on-site material and preparation of meeting rooms;
• Meetings in the office in Brussels: preparation of meeting room, distribution of documents and materials.

 Profile:

• High school diploma and at least two years of experience as General Services Coordinator or similar position;
• Experience of working in an international environment an advantage;
• Fluent English, operational French
• Class B driving licence holder for at least two years
• Service minded;
• Strong manual skills;
• Proactive and good common sense;
• Team spirit;
• Rigorous and organised;
• Flexibility to adjust to changing demands;
• Multicultural awareness – capable of working in a multinational environment;
• Able to work under pressure;
• IT Proficiency: Microsoft Office (Excel, Word and Outlook);
• Availability to travel at least twice a year, for approximately 10 days each time.

 Offer:

• Starting date: ASAP!
• 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
• Opportunities to work in an international environment and in a small 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

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, a well-established Investment Company located in the City Centre of Brussels, is looking for dynamic in-house Paralegal/Legal Assistant who will join their Tax & Legal Department.

Purpose of the role:

You will actively participate in the corporate housekeeping and tax and legal compliance of the company, the management of the tax and legal database and the support of the Tax and Legal Department under the direct supervision of the General Counsel.

Responsibilities:

You will be involved in the following tasks:

Corporate housekeeping of the company and its subsidiaries:

• preparing convening notices to the board and shareholders’ meetings
• organising board meetings and preparing board packs
• drafting minutes of the board and shareholders’ meetings ;
• liaising with shareholders’ and board members ;µ
• updating shareholders’ registers and liaising with depositary bank ;
• performing legal publications :
• preparation of the annual report ;
• electronic and paper filing of corporate housekeeping documentation.

Knowledge management:

• keeping tax and legal department up to date on tax and legal developments ;
• organising, filing and updating the legal and tax database (precedents , seminars, legal doctrine and case law).

General administrative support to the Tax & Legal Department :

• assistance on compliance (tax, financial, regulatory, transparency, etc.) ;
• proofreading of legal memos, minutes and reports ;
• managing tax and legal department’s calendar, organising meetings and making travel arrangements ;
• attending and preparing the weekly meeting of the tax and legal team ;
• electronic and paper filing of notes, emails, minutes, transaction and compliance documents ;
• preparing and finalising PowerPoint presentations, Word and Excel documents.

Attributes required:

• Bachelor degree in Law and/or about 10 years of relevant experience in a corporate environment or in a leading international law firm;
• Fluent in English and French (written and oral), good knowledge of Dutch;
• Advanced MS Office skills (Word, Excel, PowerPoint, Outlook);
• Good general business knowledge (e.g. knowledge of listed companies and their regulatory environment);
• Excellent organisational skills, rigorous and detail minded ;
• Strong communication skills, reliable and discrete person ;
• Team player with a “can do”-attitude ;
• Eager to learn, stress-resistant.

Offer & practical information:

• Permanent contract (CDI)
• Competitive salary with full benefits package
• Starting date: asap
• Work location: City Centre of Brussels (easy access with public transport)
• Opportunity to join a very renowned and stable company which values respect, loyalty, commitment to high-quality results and a good team spirit.

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