Our client is an international federation representing the interests of its members towards the EU institutions. Their human-sized and multinational office (+/- 10 people) is located in the Arts-Loi area. They are currently experiencing a significant growth and are currently looking to recruit a diligent Office Manager on a permanent contract basis. This is a newly created position. 

Purpose of the role

Reporting to the Secretary General and his Deputy, you will be in charge of ensuring the smooth running of the office with a particular focus on budgeting & financial administration.

Job Description

Operations (80% of the time):

• Organising office operations and procedures
• Scheduling meetings and appointments
• Managing contract and price negotiations with office vendors, service providers and office lease and liaising with them thereafter
• Placing orders (catering, office supplies)
• Assisting in the onboarding process for new hires
• Addressing employees’ queries regarding office management issues (e.g., stationery and travel arrangements)
• Preparing meeting rooms
• Providing general support to visitors

Financial administration (20% of the time):

• Assisting in preparation and management of the association budget, ensuring accurate and timely reporting
• Ensuring coordination of outgoing invoices and timely payment of incoming invoices
• Liaising with accountant and auditor, preparing the necessary documents for the yearly audit
• Following up the cash flow and keeping an eye of the association finances

Profile:

• Bachelor’s Degree in Office Management, Accounting or equivalent in experience
• At least 5 years’ experience in a similar role and at a similar level
• Strong IT skills (Word, Excel, knowledge of a CRM is a plus)
• Knowledge of an accounting system is a plus (e.g., Winbooks)
• Fluency in English and French (C1+/C2 – written and spoken) is essential
• Very good team spirit (you will team up with the Office Assistant), leadership and communications skills
• Trustworthy, responsible and accountable
• Focussed, structured and composed
• Hands-on and flexible
• Ability to multitask and to prioritise (the position is multifaceted and will involve working with various team members)
• Presentable (the role will involve contact with senior industry representatives and EU officials)
• A commitment to the values and goals of the European Union

Offer:

• Starting date: ASAP!
• A permanent and full-time contract
• A competitive salary with a complete benefits package (luncheon vouchers, group insurance, DKV (including ambulatory and dental insurance), 24 holiday days
• The position is primarily based on site in Brussels, however occasional homeworking days can be granted (to be discussed)
• A motivating and challenging role within an influential international trade association
• Opportunities to work and develop in an international environment
• A human-sized, dynamic and closely-knit team.

 

 

 

Our client is a non-profit organisation which organises activities and offers services in the public sector. The organisation manages also different buildings/sites where various activities and events take place on a regular basis.

Goal of the role:

In collaboration with an HR Director, the Team Leader/Event Coordinator will monitor and manage the work of the maintenance/facilities team (+/- 10 people).   They will also be responsible for the preparation/set-up of different activities & events and for the daily maintenance of the buildings/domains.    The person will mainly work from their domain in the centre of Brussels (easy access with public transport).  Some activities/events will require on-site presence at other properties of the organisation but then the employer will provide a company car.

Your main tasks and responsibilities will include:

• Working closely together with the HR Director in a department with +/- 30 people. Within this department you will monitor and manage the day-to-day work of +/- 10 people (maintenance/facilities team).
• Preparing daily/weekly/monthly work schedules for the team, taking into account the various activities & events which will take place and the required or already planned maintenance work
• Handling daily/weekly meetings with the HR Director to discuss the agenda, the team planning, the expectations for specific activities/events, absences/holidays, possible issues with team members, etc.
• Preparing a detailed work planning, briefing the team, giving specific instructions, checking/following-up on the correct execution of the tasks, adjusting procedures if and when necessary
• Handling daily checks/inspections of the whole premises, the building, the different (meeting) rooms, etc. Following-up with an intervention (e.g. repair or maintenance work, moving furniture, …) if and when necessary.
• Scheduling/planning small repair and maintenance work for the whole premises, informing all relevant parties
• Analysing which materials and tools are needed, preparing purchase orders, contacting relevant suppliers, following-up on the orders, receiving the goods/materials, stock management
• Preparing specific activities/events + offering (logistical) support during some of these events, determining the tasks/work schedules of the other team members (with regards to the different events)
• Collaborating with the patrimony and heritage manager with regards to everything that is furniture and art objects
• Coordinating the art displays or the removal/transport of art objects
• Coordinating the temporary lodgings/stays of visitors
• Making sure all safety & security measures are taken and respected and that health risks for the staff are reduced to a minimum; paying attention to the mental health and general well-being of the different team members.

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/the period of the year (e.g. specific events) and in order to cater for the needs of the team and of the organisation in general.

Profile:

• The ideal candidate is French speaking or Dutch speaking and has a good knowledge of the second national language (Dutch/French). A good knowledge of English is a plus.
• Ideally a relevant bachelor degree (hotel management, event management, tourism…) but not absolutely necessary
• Minimum 5-10 years of experience in a similar role or in a role with relevant aspects (e.g. facility management/maintenance, preparation of work schedules, supervising a team, event planning and management, …)
• You already worked as a supervisor/team leader: you have experience with work planning, allocation of tasks, checking output of work, steering/motivating a team
• You are IT literate: you can prepare a work planning (e.g. using Excel), manage agendas and activities, follow-up on emails (Outlook), schedule meetings, etc.
• Knowledge of first aid and/or a diploma/certificate as prevention/safety advisor can be a plus
• You demonstrate excellent communication and interpersonal skills, you are discrete and respectful
• You are a good judge of character and you are able to adjust your communication style to the context
• You enjoy working in team and liaising with different parties (internal teams & departments, visitors, suppliers, etc.)
• You have excellent time management skills and you know how to prioritise (especially when faced with multiple deadlines and time pressure)
• You are able to find quick and effective solutions to unforeseen circumstances
• You work accurately and rigorously, you pay attention to the presentation of your work and to the smallest detail+
• You like being in the field and rolling up your sleeves (this is not a pure office job)
• You are flexible with regards to additional tasks and/or changing circumstances
• You are looking for a long-term commitment

Offer and practical aspects:

• A permanent and full-time contract
• Starting date: to be discussed
• A salary that will depend on the level of experience, package will include luncheon vouchers, group insurance, reimbursement of transport costs
• Working hours: 38h/week (occasional overtime related to specific events)
• Very nice offices which are easily reachable by public transport
• A varied & challenging job within a unique working environment!

 

Our client is an international association in the field of medical research. They coordinate clinical trials worldwide in partnership with their 50+ member organisations. Their Brussels office, located in Woluwe-Saint-Lambert, gather +/- 40 staff. They are today seeking a diligent Legal Counsel to work as part of their Legal department.

Purpose of the role 

Collaborating with a multidisciplinary team (Legal Advisors, Data Protection Officer, Project Managers, Medical and Scientific Advisors, CEO, etc.) in managing the day-to-day contracts process in an efficient and timely manner.

Job description:

• Drafting, reviewing, negotiating and finalizing all types of agreements related to medical research including, confidentiality agreements, letters of intent, clinical study agreements, consortium agreements, services agreements, grant agreements, etc.
• Working and liaising with team members to facilitate coordination of the legal aspects of different study activities (e.g., start-up, amendment, termination)
• Advising on any legal and ethical issues related to the research being developed or conducted (e.g., informed consent, governance, etc.)
• Advising on a variety of other legal matters related to the running of the organization as an aisbl (e.g., insurance, statutes, etc.)
• Advising on legal matters related to the activities of the philanthropy department, when necessary

Profile:

• Master’s in law with relevant experience (+/- 5 years) in a clinical research, medical or related field or in contracts law
• Experience as a barrister is an added value
• Fluent written and spoken English (C1 minimum); French and other languages are an asset
• Ability to work effectively in a multicultural environment
• Ability to work in a team, but also independently
• Strong sense of responsibility and ethics
• Excellent organizational and time-management skills
• Interested in scientific topics as well as non-profit activities

Offer:

• A permanent contract
• A full-time contract (38h00/week)
• Starting date: to be discussed
• A competitive salary and comprehensive benefits package including luncheon vouchers (€8,00), Eco-vouchers (€250/year), health insurance (fully paid by the employer), group insurance, reimbursement of transport costs, homeworking allowance, cell phone, 30 holiday days
• Location: the offices are located in Woluwe-Saint-Lambert (close to the Cora). Although they are accessible by public transport, they are more easily reachable with a personal vehicle (parking space available)
• Homeworking policy: they offer very flexible work practices including several days of homeworking/week
• The opportunity to work in a stimulating environment and for an organisation, which genuinely makes a difference!

Our client is an international association in the field of medical research. They coordinate clinical trials worldwide in partnership with their 50+ member organisations. Their Brussels office, located in Woluwe Saint Lambert, gather +/- 40 staff. They are today seeking a creative, digital-savvy Social Media & Content Coordinator to work as part of a team of 10 and to manage their online community, drive engagement, and create impactful content that supports their mission. This is a newly created position.

 Job description

Social Media Strategy, Management & Analysis:

• Develop strategies to grow the company’s digital presence across platforms (Instagram, Facebook, LinkedIn, X, etc.)
• Create, manage and schedule social media content
• Execute campaigns (giveaways, challenges, etc.) to boost engagement. Track trends and incorporate viral content into the company’s posts
• Collaborate with influencers to extend reach and amplify the company’s message
• Analyze performance data to refine strategies and optimize engagement
• Report on key metrics to drive improvements

 Community Management:

• Monitor and engage with followers, responding to comments and messages
• Foster authentic relationships with the company’s online community

Content Creation:

• Produce engaging content, including posts, videos, graphics, aligned with the company’s mission and branding
• Capture and edit event photos/videos for social media
• Stay updated on content creation trends and tools
• Copywriting for newsletters, website news, and other communications materials
• Support other teams with internal/external communications materials including PowerPoint templates, Word documents, flyers, banners, etc.

 Support to Other Digital Activities:

• Contribute to the global strategy of digital communications, work closely with the digital team to support other digital activities when needed (website, fundraising platform, SEA & SEO, etc.).

Support the Communications & Philanthropy Teams:

• Assist in the company’s fundraising and awareness campaigns
• Support the Philanthropy and Communications teams in organizing and promoting events such as the 20km of Brussels, galas, and more
• Capture live event footage, provide real-time updates on social media, and engage with event attendees online to enhance visibility and foster interaction.

Profile

• Bachelor’s degree in Communications, Marketing, or a related field
• Fluent English & Dutch (C1 minimum in both languages– spoken and written), French is a plus
• +/- 2 years of experience in digital community management, social media content creation, or a related field
• A creative mindset with the ability to adapt quickly to new trends, challenges, and technologies
• Sociable personality, thriving on interactions with diverse individuals and teams
• Strong proficiency in social media platforms (Instagram, Facebook, LinkedIn, X, TikTok, Threads, etc.), trends, and best practices
• Experience with video production, editing (using tools like Adobe Premiere Pro, Capcut, or similar), and content creation, such as photos, videos, graphics (using tools like Canva, Illustrator, Photoshop)
• Ability to read and interpret social media analytics and performance data to adjust strategies accordingly
• Strong communication skills, both written and verbal, with an ability to engage diverse online & offline communities
• Familiarity with influencer marketing and the ability to build relationships with digital influencers and brand ambassadors is a plus
• Proactive, highly organized, and detail-oriented with the ability to work in a fast-paced, dynamic environment

Offer

• A permanent contract
• A full-time contract (38h00/week)
• Starting date: to be discussed
• A competitive salary and comprehensive benefits package including luncheon vouchers (€8,00), Eco-vouchers (€250/year), health insurance (fully paid by the employer), group insurance, reimbursement of transport costs, homeworking allowance, cell phone, laptop, 30 holiday days
• Location: the offices are located in Woluwe-Saint-Lambert (close to the Cora). Although they are accessible by public transport, they are more easily reachable with a personal vehicle (parking space available)
• Homeworking policy: they offer very flexible work practices including several days of homeworking/week
• The opportunity to work in a stimulating environment and for an organisation, which genuinely makes a difference!

Our client is an investment company with offices in Brussels, Luxembourg and Singapore.   They support strong ethical values such as team spirit, discretion, involvement and result orientation. They are currently recruiting an Office Assistant.

Job description:

As the Office Assistant at our reception desk, you will be the friendly face for visitors and whoever stops by. You will embody the company’s image by offering a warm and professional welcome, while also assisting the Facilities eam with a variety of administrative tasks.

Your key responsibilities will include:

Reception and Visitor Management

• Ensure a warm and welcoming environment for all reception visitors.
• Support and guide them effectively and courteously, redirecting people and calls to the appropriate contact or team with professionalism

Management assistance support

• Provide on-site support by coordinating meeting room bookings in collaboration with team assistants. Check and restock meeting rooms, accompany visitors to address facility issues, and assist with equipment setup
• Handle multiple tasks simultaneously, including staffing the reception, responding to emails and incoming calls, and coordinating logistics
• Contribute to daily operations as part of the Facilities team. This includes follow-up of in-house events, updating inventories, keeping processes and procedures updated, handling deliveries and supporting the Facility Coordinator in overseeing daily tasks by coordinating with the internal and external service providers

Your profile:

• A warm and welcoming professional with ideally a Bachelor’s degree in Office Management or a related field, and over 5 years of experience as a Receptionist/Office Assistant or All-round Assistant.
• Excellent communication skills English and in French (both spoken and written) are a must, with a good knowledge of Dutch being a plus.
• Good knowledge of Microsoft 365 suite (Outlook, Word, Excel, Powerpoint, etc.) is also required.
• Calm under pressure, capable of handling varied tasks, and adept at finding practical solutions with ease.
• Demonstrating flexibility and a proactive attitude are essential, with the ability to adjust schedules and priorities based on business needs, and openness to working shifts.
• Tasks are managed independently from start to finish, maintaining discretion and professionalism while handling confidential information.
• A curious mind and a willingness to learn are highly valued, along with being a team player who collaborates effectively and supports colleagues, contributing to a positive work atmosphere.
• Steadiness and focus on collaboration and consistent performance are crucial.

Offer & practicalities:

• Starting date: to be discussed.
• Full-time and permanent contract.
• Competitive remuneration package along with a wide range of training programmes to support your professional growth.
• Access: the company is located in central Brussels and is therefore easily accessible by public transport.
• Hours: 38h00/week. You will be working closely together with a colleague in 2 “shifts”: 1 person start at 7.30am and ends at 4pm, the other one starts at 9.30am and finishes at 6pm.
• This hands-on role provides a fantastic opportunity to make a meaningful contribution to a very friendly team & environment!

Our client is a global communications & public affairs consultancy. Their Brussels offices are located in the city centre and is very accessible by public transport.

They are today looking to recruit a diligent HR & Payroll Coordinator on a permanent contract basis.

Purpose of the role

Reporting directly to the Chief People Officer (CPO), this role is focused on operational excellence in HR, covering essential tasks such as payroll, benefits administration, and HR records management. You will play a key part in ensuring that HR processes run efficiently and support the company’s strategic goals.

Beyond your core responsibilities, you will have opportunities to participate in other key HR areas, including recruitment and training initiatives.

Job Description

 Payroll Management:

• overseeing monthly payroll adjustments in close collaboration with the payroll provider
• ensuring accurate and timely payments
• handling any payroll-related queries from the staff
• ensuring compliance with Belgian and internal guidelines

Employee Benefits Administration:

• managing and administering employee benefits programmes, including health insurance, pension schemes, and other benefits
• providing guidance to employees on benefit-related inquiries and assisting with annual reviews and renewals of benefits packages
• ensuring all HR processes comply with local labour laws and company policies
• being the SPOC for the staff for comp &ben related questions

HR Records Management & Administration:

• ensuring all employee records are accurately maintained and updated in compliance with GDPR and other regulatory requirements
• managing the HRIS’ (Human Resources Information Systems) and ensuring data integrity and security
• general HR Administration: performing general ad-hoc HR administrative tasks as required to support the office’s operational needs, ensuring smooth and efficient workflows

Recruitment & training

• supporting the CPO on recruitment and training projects
• assisting him in the implementation of the recruitment and training strategies

Profile

• A bachelor or master in HR Management, Payroll or a related field is an asset
• At least 3 years of proven experience in HR operations, particularly with a focus on payroll, benefits administration, and HR records management
• Fluent English (C1+/C2 level) and French or Dutch (C1 minimum)
• Familiarity with HRIS systems and payroll software
• Strong organisational skills with attention to detail, capable of managing multiple HR processes efficiently
• Experience in talent acquisition and learning & development is a distinct advantage
• Strong interpersonal skills, with the ability to handle sensitive information discreetly
• Good knowledge of Belgian employment law
• Very good communications skills as the jobholder will regularly interact with the staff (answering questions about payroll or social legislation)

Offer

• Starting date: ASAP
• A permanent and full-time contract
• A competitive salary with a complete benefits package including luncheon vouchers (€8,00), Eco-vouchers (€ 250/year), phone costs, monthly net allowance (€150), health and group insurances, 25 holiday days
• Working week: 37,5 hours, with a very flexible working schedule
• Homeworking possibilities: 1 or 2 days/week
• A motivating and challenging role within an influential international consultancy
• Our client values centre around respect and growth, making this role ideal for someone who is passionate about contributing to an inclusive and forward-thinking environment.

Our client is a small, international law firm located in central Brussels. They are currently recruiting a diligent assistant to assist 1 or 2  lawyers.

Job description:

• Acting as a first point of contact for internal and external parties: dealing with correspondence and phone calls
• Managing diaries (Outlook-agenda) and organising meetings and appointments, often controlling access to the manager/executive/lawyer
• Booking and arranging travel, transport and accommodation
• Organising events and conferences
• Reminding the manager/executive/lawyer of important tasks and deadlines (deadline management)
• Typing, compiling and preparing reports, presentations and correspondence (emails, letters)
• Handling transcriptions
• Proofreading technical, often complex legal texts (requires a high level of linguistic skills, especially in German)
• Managing databases (CRM) and filing systems
• Implementing and maintaining procedures/administrative systems
• Liaising with staff, suppliers and clients
• Collating and filing expenses
• Miscellaneous tasks to support their lawyer(s), the whole Brussels team and making sure that the procedures in the office are running smoothly
• Future evolution possibilities in the role: assisting/backing up the Office Manager with some HR-related & accounting duties

Profile:

• The ideal candidate holds a Bachelor in Office Management or Languages
• You have a perfect level in German (both oral and written) and a fluent level in English (also both oral and written). Knowledge of French and/or Dutch can be a strong asset.
• You ideally possess 2-5 years of experience in a similar role and ideally in a similar environment
• You are computer literate and possess advanced skills in MS Office
• You are extremely precise and rigorous, with a genuine eye for detail
• You are highly organised and able to set priorities
• 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 are flexible and very much enjoy working in a small team

Offer:

• A 1-year contract
• Starting date: as soon as possible!
• A competitive salary with some extra-legal benefits
• Extensive training during the onboarding period
• Homeworking possibilities: 1 -2 days per week
• Holidays: 32 days per year
• International working environment, very friendly team to work in!

Our client is an independent insurance broker. They have several offices in Belgium and they are also active in Luxembourg.   The company is currently going through a transformation & professionalisation process with a new management.   They are currently recruiting a talented Executive Assistant who would be working for the CEO Office.   The HQ of the company is based in  Roeselare (+/- 100 staff) and this job is based in the HQ with the possibility to work during 2 days a week in the Ghent office (if this is more convenient).

Purpose of the job:

To provide a first-class professional support to the COO and 2 other members of the Executive Committee. To assist them with calendar, meeting and inbox management; to act as a gatekeeper/gateway regarding incoming requests; to follow-up on (confidential) files; to liaise with other departments (IT, HR, Communication, Finance, Legal, …) and external parties regarding ongoing projects.; and much more!

Job description:

• Managing complex diaries
• Coordinating meetings and business trips, setting up calls
• Organising business lunches
• Organising and preparing Board of Directors Meetings/Executive Committee Meetings/… (compiling and sending out the agenda points, preparing documents & presentations, booking meeting rooms & catering, checking video conferencing tools & presentation software, following up on the meeting minutes, etc.)
• Organising conference calls and visio conferences using Teams/Zoom and other platforms
• Coordinating internal meeting and events (including informal after-hour drinks, etc.)
• Screening and following up on incoming e-mails and calls
• Acting as a gatekeeper/gateway: ensuring an efficient flow of information between internal/external stakeholders and the executives, building connections, fostering relationships
• Following up on confidential files
• Handling office improvement projects in collaboration with the entire CEO office (e.g. negotiation of contracts with suppliers, creation of a travel policy, digitalisation projects, internal communication initiatives, etc.)
• And much more!

Profile:

• Ideally a relevant Bachelor or Master degree (Office Management, Languages, Communication, …)
• Excellent level of Dutch with a good level in French (communication with teams in Luxembourg) and in English (mainly written)
• Strong relationship builder, excellent communication (oral/written) and very good interpersonal skills
• Very good administrative and MS Office skills, digitally minded
• At least 5 years’ experience in a similar position, ideally acquired in professional services (management consulting firm, corporate law firm, insurance/financial services firm, …)
• Very precise, rigorous and structured and you work with a genuine eye for detail
• Hands-on, resourceful and proactive attitude: you quickly understand what needs to be done and what most efficient way is to achieve the desired goal
• You can easily adjust to the context and to changing circumstances
• Diplomatic & discrete and you know exactly how to handle extremely sensitive & confidential information
• Autonomous, good energy level, “can do”-attitude, good sense of humor, able to put things into perspective
• Enthusiastic and supportive team player (as you will be working with 1 other Assistant)

Offer:

• A permanent and full-time contract
• Starting date: as soon as possible!
• Competitive salary and comprehensive benefits package (company car can be part of the package)
• Working hours: 39h/week, 26 holiday days
• Location: the HQ of the company is located in Roeselare, the new recruit will be asked to work from their offices in Roeselare with the possibility to work during 2 days/week in the Ghent (if this is more convenient).
• Very friendly boss(es), positive and dynamic working atmosphere!
• Varied and challenging role within a company that is going through a positive transformation process, therefore, you have the opportunity to participate in various, interesting projects!

Our client is a global communications & public affairs consultancy. Their Brussels offices are located in the city centre and is very accessible by public transport.

They are today looking to recruit a diligent Associate Financial Controller on a permanent contract basis. This is a newly created position.

Purpose of the role

As part of a team of 5, the job holder will report directly to the Senior Financial Controller. This role is to contribute to the company’s financial health while collaborating with key business teams. In this role, the person will help drive the accuracy of financial statements, support planning and analysis, and provide insights to improve performance and efficiency.

Job Description

• Collaborating with the Senior Financial Controller to prepare monthly financial statements in accordance with IFRS, ensuring timely submission
• Supporting financial planning, including annual budgeting, strategic planning, and monthly/quarterly forecasting, working closely with other teams
• Analyzing financial data to prepare variance analyses and identify areas for improvement
• Maintaining and updating internal financial tools, such as the forecast sheet
• Assisting in month-end and year-end processes, including managing journal entries, account reviews, and reconciliations
• Contributing to budget preparation and leading the coordination of internal and external audits.

 Profile

• Bachelor’s degree in Finance, Accounting, or a related field; professional certification (e.g., CPA, ACCA) would be advantageous
• 2-5 years of experience, ideally with a Big 4 international audit firm
• Proficiency in written and spoken English (C1 level); additional languages, such as French or Dutch, would be an asset
• Strong analytical skills, attention to detail, and experience preparing and analyzing financial statements
• Knowledge of financial reporting standards and regulations, including IFRS, is a plus
• Excellent organizational and time management skills, with flexibility to manage multiple priorities
• Ability to work both independently and collaboratively with diverse teams based mostly in Brussels and London
• Strong analytical skills, thorough and agile thinking process
• Business awareness, capacity to see the big picture
• Patience and resilience
• Capacity to translate complex financial terms/topics into understandable ones for non-financials, capacity to identify action points from financial analysis

Offer

• Starting date: January 2025
• A permanent and full-time contract
• A competitive salary with a complete benefits package including a mobility budget, luncheon vouchers (€8,00), Eco-vouchers (€ 250/year), phone costs, monthly net allowance (€150), health and group insurances, 25 holiday days
• Working week: 37,5 hours
• Location: city centre of Brussels, very accessible by public transport
• A motivating and challenging role within an influential international consultancy

We are urgently seeking to recruit a Management Assistant for 1 of our clients, a non-profit association, situated in the Brussels Capital Region.

Purpose of the role:  in collaboration with a colleagues managing the agenda of an Executive and his team, coordinating meetings/travels/activities, following up on confidential files and offering administrative & logistical support for specific projects.

Your tasks & responsibilities will include:

• Agenda & meeting management (in Outlook): planning & confirming appointments/meetings/events, keeping an eye on upcoming deadlines, proactively suggesting some dates already for certain meetings and activities
• Coordinating meetings, travels and activities
• Welcoming visitors related to this meetings and activities
• Processing and following-up on incoming & outgoing correspondence and emails (screening, indicating priorities, anticipating upcoming deadlines, …)
• Drafting/editing official documents, letters and PowerPoint presentations
• Preparing meetings: preparing relevant documents and presentations, taking minutes, following up on action points with all parties involved
• Offering support with the preparation and execution of projects: coordinating and following up on the deadlines and the different stages of the project
• Preparing and editing reports
• Preparing and following up on confidential files
• Managing office material and equipment, inventory management
• Managing subscriptions
• Updating information and contact lists, managing the preferred suppliers
• Handling purchases, checking invoices
• Liaising with a diversity of internal and external parties

Profile:

• The ideal candidate has an excellent level in French (oral + written), with a very good knowledge of Dutch and English.
• Ideally a relevant Bachelor’s or Master’s Degree ( e.g. office management, languages, communication, …), but, candidates who are equivalent by experience, are more than welcome to apply for the position.
• You have at least 3 years of experience in a similar role (administrative support, management assistant, office management, …)
• You are computer literate (MS Office: Word, excel, PowerPoint and Outlook) and feel comfortable with other digital tools (for agenda/meeting/document management and communication)
• You have strong communication/people skills, you are able to adjust your communication style to the context
• You are discrete & diplomatic and you know how to treat very sensitive and confidential information
• You work with a lot of structure and accuracy, you pay attention to the presentation of your work and to the smallest details
• You possess strong time management and you know how to prioritise incoming tasks
• You have a proactive attitude and you demonstrate strong problem solving skills, you are capable of finding solutions for unexpected circumstances
• You are autonomous but you also enjoy working in team and contributing to a positive working atmosphere
• You are flexible in terms of additional tasks and changing circumstances
• You are looking to make a long-term commitment with your next employer

Offer & practicalities:

• A permanent contract
• Starting date: to be discussed
• A salary that will depend on the level of experience, luncheon vouchers, group insurance, reimbursement of transport costs
• Working hours: 38h/week
• Very nice offices which are easily reachable by public transport
• A varied & challenging job within a unique working environment!
• Very friendly and respectful team!