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Care4You: HR consulting, recruitment and selection of administrative and middle management profiles, Brussels area, Belgium

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Office & Business Support Manager

20 September 2024 by Agnès Guilloux

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 Office & Business Support Manager on a permanent contract basis. This is a newly created position.

 Purpose of the role

The Office & Business Support Manager is responsible for keeping the office running smoothly and helping the team maintain focus on operational activities. The job holder is also responsible for leading an office refurbishment project and for overall facilities management.

Job Description

 Office and Facilities Management:

  • Being responsible for the upcoming office refurbishment project: liaising with suppliers, coordinating the project (implementation of a hot desking system and other innovative solutions), being the SPOC for all stakeholders, ensuring that the timeframe is respected
  • Enhancing and maintaining office facilities to create a conducive work environment
  • Overseeing building maintenance and security to ensure safety and functionality
  • Implementing and ensuring a safe and healthy working environment for all employees
  • Managing office supplies and equipment to guarantee availability and functionality
  • Administering office subscriptions and handling group procurement programmes, including contract negotiations
  • Managing the company car fleet to ensuring efficient and effective transportation solutions

IT and Communication Systems:

  • Coordinating office IT equipment and systems with IT support, specialists, and suppliers to ensure seamless operations
  • Managing the telephony system and office mobile phones and SIM cards to ensure reliable communication

Collaboration and Partnerships:

  • Partnering with staff, suppliers, and clients to foster effective collaboration and strong working relationships
  • Supervising and providing line management for reception, including occasional absence cove

HR related duties:

  • Partnering with the HRD to create the annual plan and ensure its delivery through the support team
  • Collaborating with HR and other support functions to support and onboard new team members, ensuring an inclusive employee experience
  • Supporting compliance activities relating to health & safety, taking care of ergonomic initiatives if needed, keeping abreast of employees’ needs and well being

Profile

  • Minimum of 5 years of professional Office & Facilities Management experience
  • Fluency in English (C2 level) and very good French (B2/C1)
  • Excellent written and verbal communication skills, with adaptability for different audiences
  • Proficiency in MS Word, Excel, and other general IT platforms and software
  • Knowledge of hot desking systems is a plus
  • Proven initiative and ability to lead projects autonomously from start to finish
  • Detail-oriented, proactive, and adept at prioritization
  • Trusted colleague with a genuine interest in supporting others
  • Leadership skills and collaborative approach
  • Flexible, resilient, pragmatic, and resourceful
  • Skilled in building strong relationships and managing diverse stakeholders
  • Ability to make relevant suggestions in order to improve existing processes and procedures

Offer

  • Starting date: November 2024
  • 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
  • A motivating and challenging role within an influential international consultancy
  • This is an opportunity to be part of a diverse and driven team in a role that enables individuals to deliver operational excellence and make a real impact
  • At the same time, you will have every chance to grow professionally in your field

Team Assistant for an international association

13 September 2024 by Agnès Guilloux

Our client is an international association representing the interests of its members towards the EU institutions. Their human-sized and multinational office (+/- 12 people) is located in the Arts-Loi area of Brussels. They are currently experiencing a significant growth in their activities and are looking to recruit an Assistant to provide general administrative support to the team.

Purpose of the role

Providing secretarial support to the Secretary General, to the Deputy Secretary General and, on occasions, to other team members (diary management, travel organisation, expense reporting, etc.). Assisting the team in the organisation of internal meetings and external events. Supporting the Office Manager in various office management duties (liaising with suppliers, placing orders, etc.).

The Team Assistant will report to a Senior Manager but will work directly with most team members.

Job Description 

Administration & organisation:

  • Assisting with the management of the diary of the Secretary General, Deputy Secretary General and, on occasions, other team members: organising meetings, reserving travel and accommodation, preparing travel itineraries, meeting packs etc.
  • Assisting the Secretary General with their monthly expense reports
  • Assisting with regular updates to the association’s contact databases: checking that data are updated, inputting new data, removing old contact data etc.
  • Day-to-day monitoring of the general inbox: screening e-mails, responding to general enquiries, redirection of more detailed enquiries to other team members.
  • Answering calls to general telephone number; transferring calls to other team members

Events:

  • Assisting the Communications department with the organisation of external events: preparing lists of participants, badges, preparing shipments of marketing materials.
  • Occasionally welcoming participants during the events and providing onsite administrative support

Office Management:

  • Supporting the Office Manager in various tasks
  • Placing orders (catering, office supplies)
  • Liaising with suppliers
  • Ensuring that the office work space is in order to receive visitors and the equipment ready for use
  • Preparation of meeting rooms

Profile

  • University Degree
  • A first experience such as a (long) relevant traineeship
  • Strong IT skills (Word, Excel, knowledge of a CRM is a plus)
  • Fluency in English (C1+/C2 – written and spoken) is essential as well as a very good knowledge of written and spoken French (C1)
  • Very good team spirit 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: October 2024
  • 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 days holiday
  • 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.
  • Excellent opportunity to develop a broad range of transferable skills and gain experience in the Brussels “Bubble”

 

 

 

Part-time Payroll Administrator for an International Association

5 September 2024 by Agnès Guilloux

Our client is an international association in the field of cancer 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 looking to recruit a diligent Payroll Administrator to join the HR department (3 staff). This is a part time position (50%).

Purpose of the role:

Supporting the day-to-day activities of our Human Resources department.

Main responsibilities include: the processing of the employee data throughout the employee life cycle, the monthly payroll, and advising employees on social legislation issues.

Job description:

  • Serving as main point of contact for the payroll administration with the payroll provider (SD Worx)
  • Preparing and following up on monthly payroll cycle for all employees in cooperation with the external payroll provider (40 staff with various tax/contract status such as expat status and researcher status)
  • Acting as central point of contact and providing guidance to employees on HR-related matters such as maternity, medical and parental leaves; contract & payroll issues; and benefits, in consultation with the Senior HR Manager
  • Maintaining physical and digital personnel records (employment contracts, amendments, professional diplomas & certificates, etc.) ensuring that all filing is kept impeccably up to date
  • Performing HR administrative duties, such as updating the employee database (onboarding, offboarding, presence, holidays, promotion, resignation, time-tracking, etc.)
  • Assisting the Training Coordinator with the induction agenda for newcomers
  • Occasionally assisting the HR department in the recruitment process (publishing ads, contacting candidates, scheduling job interviews, etc.) in consultation with Senior HR Manager
  • Liaising with external prevention, safety and health protection body if required
  • Liaising with insurance broker for hospitalization and pension plan insurances for employees
  • Supporting the HR team in other ad-hoc organizational and administrative processes

Profile:

  • Bachelor’s degree in human resources or relevant area
  • Minimum of 3 years of experience in payroll and HR administration
  • Knowledge of the Belgian labour legislation, especially of the non-for-profit sector (prior experience with CP335/337 would be a plus)
  • Previous experience with SD Worx tools (payroll and HRSS) is a strong asset
  • Familiarity with Human Resources Information Systems
  • Fluent English & French (minimum C1 level in both languages)
  • Computer literacy with capability in email, MS Office, and related business and communication tools
  • Meticulous attention to detail, professional attitude, and ability to maintain confidentiality
  • Capacity to operate with high integrity
  • Willingness to learn
  • Capacity to work effectively in multicultural teams, as well as independently
  • Excellent verbal and written communications skills

Offer:

  • A permanent contract
  • A part-time contract (19h00/week)
  • Starting date: fall 2024
  • 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 (full time basis)
  • Location: the offices are located in Woluwe-Saint-Lambert. Although they are accessible by public transport, they are more easily reachable with a personal vehicle (parking space available)
  • Homeworking policy: possibility of teleworking and flexible working hours
  • The opportunity to work in a stimulating environment and for an organisation, which genuinely makes a difference!

 

 

Corporate Receptionist/Office Assistant

22 August 2024 by Agnès Guilloux

Our client is a prestigious human-sized corporate law firm. Their elegant offices are located in central Brussels and are therefore very accessible by public transport. They are currently recruiting a diligent Receptionist/Office Assistant who will be working as part of a team of 2 (Receptionist + Office Manager).

Purpose of the role

To man the reception and the reception area, to ensure that a first-class service is offered to all internal and external clients, to ensure the smooth running of the office, to provide ad hoc secretarial support to the various departments when needed.

To report to the Office Manager.

Job description:

  • Making sure the reception and client area are constantly professional looking
  • Answering, screening and forwarding incoming phone calls while providing basic information
  • Serving visitors by greeting, welcoming, directing and announcing them appropriately
  • Booking and managing meeting rooms, ensuring all relevant equipment, material and refreshments are provided. Clearing the meeting rooms after each meeting
  • Ensuring daily that printers/fax are loaded with paper and that all IT equipment is in order
  • Participating in the order and management of office supplies and stock control
  • Receiving, sorting, distributing and sending daily mail/newspapers/deliveries/couriers
  • Assisting with the organisation of internal events
  • Punctually assisting the Executive Assistants of the various departments: filing, archiving documents, assisting with the preparation of document using MS Office

Profile:

  • You are fluent in French and English, both orally and in writing (C2 level)
  • You possess a first experience in a similar role – preferably in a similar environment (corporate sector such as another law firm, consulting or finance)
  • You take pride in representing the company in a very professional way (smart and corporate presentation)
  • You are able to maintain confidential information and you have the ability to field phone calls with enthusiasm, professionalism, tact, common sense and persistency
  • You are able to interact appropriately with people of all levels including CEOs/VIPs
  • You show an absolute drive towards meeting the highest professional standards to ensure client satisfaction
  • You are organised and rigorous, you work with a genuine eye for detail
  • You are proactive, resourceful & solution oriented
  • You are a good team player and you have a flexible attitude (also towards working hours)

Offer:

  • A full time and permanent contract
  • Starting date: as soon as possible!
  • Working hours: the reception is open from 8.00 am until 6.00 pm so the Receptionist and the Office Manager work in shifts to cover this schedule. The official working week is 37h30
  • A very competitive salary and comprehensive benefits package including luncheon vouchers, health insurance, group insurance, etc.
  • The opportunity to work in a quality oriented, corporate environment in very nice offices in the centre of Brussels!

 

 

Management Assistant for a high-profile environment

22 August 2024 by Agnès Guilloux

Our client is a high profile, human-sized company in the consulting sector. Their offices are located in central Brussels and are therefore very accessible by public transport. They are currently recruiting a diligent individual to work as part of their Investment Department and to assist a Partner and his team. The job holder will also team up with another 2 Assistants.

Job description:

  • providing support to a Partner, a Principal, and a small team
  • complex and time-consuming diary management (using Outlook)
  • organising numerous meetings and business trips (mostly in Europe)
  • participating in the organisation of several Committee Meetings/year, preparing board packs for the meetings
  • handling the incoming and outgoing mail
  • handling e-mails
  • preparing expense reports
  • handling incoming calls, filtering calls when appropriate, taking messages
  • gathering and sending key information on various topics to multiple stakeholders
  • having regular phone contacts with high-profile external partners
  • varied administrative duties including filing, photocopying, etc.
  • teaming up with 2 other Assistants, sharing information with them, backing up each other

Profile:

  • The ideal candidate holds a Bachelor in Office Management or Languages
  • You are fluent in English and French (C1/C2 for both languages, written and spoken)
  • You possess +/- 2 years’ experience in a similar role and in a similar environment
  • You are extremely precise, rigorous, organised, with a genuine eye for detail
  • You are computer literate and possess very good skills on Outlook
  • You are a good team player (as you will be teaming up with other Assistants) and have good interpersonal, communication and diplomatic skills
  • You are flexible in terms of working hours as you will be working in “shifts” with your colleagues
  • You are extremely discrete
  • You are energetic, stress resistant, sharp, proactive and enjoy working in a fast-paced environment

Offer:

  • A full time & permanent contract
  • Starting date: as soon as possible!
  • A very competitive salary and very comprehensive benefits package including: luncheon vouchers (€8,00), health insurance (including ambulatory and dental), group insurance, pension plan, full reimbursement of transport costs, a yearly discretionary bonus, 23 holiday days
  • Working hours: the working week is 37h30 with 1 day of homeworking/week
  • Working schedules: the secretariat is open from +/- 8.30 am until 6.00 pm so the 3 Assistants organise themselves to cover this schedule
  • Location: the company is centrally located and is therefore easily accessible by public transport
  • The opportunity to work in a quality oriented, corporate environment in superb offices in the city centre of Brussels and in a closely-knit and kind team of professionals!

 

 

Executive Assistant to Secretary General and Team

4 August 2024 by Elke Wellens

Our client is an industrial company with offices worldwide. Their HQ is based in Belgium, Brabant-Wallon.  They support strong ethical values such as respect, integrity, diversity and sustainability. They are currently looking to recruit a talented Executive Legal Assistant who will report to the Chief Legal Officer & Secretary General and his team (8 people).

Role description:

Your tasks and responsibilities will include but are not limited to:

  • Providing high-level administrative and logistical support to the Chief Legal Officer & Secretary General and his team
  • Managing calendars and appointments, preparing and organising various internal and external meetings
  • Coordinating and facilitating meetings, travels, conference calls, etc.
  • Preparing and organising Group Executive Committee Meetings (+/- every 6 weeks): booking the meetings & meetings rooms, coordinating travels, preparing the agenda, liaising with CEO of Group & Regional CEOs, preparing meetings documents (including reports and presentations), making minutes available to everyone after the meeting, following up on action points, etc.
  • Preparing and organising 4 times/year the Board of Directors (mostly in Belgium, occasionally abroad): booking the meetings/meeting rooms/accommodation, preparing the agenda, liaising with the Chairman/CEO regarding the agenda points, preparing meetings documents, making files/reports/presentations available to all participants, making sure minutes are uploaded to internal systems afterwards & sent to the appropriate people
  • Coordinating Shareholder Meetings: booking meeting and meeting venue, confirming meeting details to participants, coordinating travels & logistics for them (if needed), preparing meeting documents, managing the meeting minutes, etc.
  • Organising and maintaining electronic and physical files and records in compliance with legal standards and company policies
  • Acting as point of contact for the Corporate Legal team, interacting with people at the highest level within the organisation & externally (Chairman, members of Group CEO, Regional CEOs, ExCo members of the Board of Directors, shareholders, …), ensuring an accurate, efficient and timely exchange of information while taking into account the often confidential and sensitive nature of the information
  • Assisting the Corporate Legal team with the drafting, proofreading and reviewing of legal documents, minutes, reports, presentations and correspondence
  • Day-to-day administrative/office-related tasks such as ordering office supplies, welcoming visitors and preparing meeting rooms, processing expenses, scanning & printing documents, etc.
  • Acting as a liaison between departments and between the other assistants within the group

Profile:

  • You ideally hold a relevant bachelor’s or master’s degree (Office Management, Languages, Legal, …)
  • You are fluent (oral and written) in English and French
  • You have at least 10 years of proven experience in a similar role. Previous working experience as a management assistant or compliance/legal assistant in a law firm or a corporate legal department would be a strong asset.
  • You are computer literate (MS Office, SharePoint, Teams, SalesForce or CRM, databases, legal software applications, … ). You enjoy learning and working with new IT tools and applications.
  • You have strong interpersonal skills, you can communicate with courtesy and diplomacy and you understand the importance of discretion & confidentiality in a business environment
  • You are organised, you have strong time-management skills (working towards tight deadlines) and you work with a lot of attention to details
  • You are service minded & resourceful, you possess strong problem solving skills
  • You are autonomous but you also enjoy being part of a team
  • You avoid stressful moments by anticipating deadlines and planning your work accordingly, you are able to adjust to changing priorities and circumstances
  • You adopt a positive & flexible approach and you are eager to make a long-term commitment with your next employer.

Offer & practicalities:

  • Starting date: to be discussed
  • Permanent contract
  • Competitive salary & benefits package, including luncheon vouchers, Eco cheques, health and group insurance. Company car can also be part of the package.
  • Access: the company is located in Brabant-Wallon/Waals-Brabant (access via public transport not that easy)
  • Very respectful, friendly and stable working environment room, very good team spirit within the department!

 

Legal Assistant/paralegal for financial holding

2 August 2024 by Elke Wellens

Our client is an investment company with offices in Brussels, Luxembourg and Singapore.  They support strong ethical values such as respect, integrity, discretion and team spirit. They are currently looking to recruit a talented Legal Assistant/Paralegal who will provide housekeeping, administrative and organisational support to their in-house tax and legal team (7 people).  Their Brussels office is located in the city centre and is easily reachable by public transport.

Role description:

  • Providing administrative, paralegal and logistical support to the Brussels based tax and legal team
  • Preparing, formatting and editing legal documents, reports, presentations and correspondence
  • Organising and maintaining electronic and physical files and records in compliance with legal standards and company policies
  • Coordinating and facilitating meetings, conference calls, webinars and trainings
  • Managing calendars and appointments, preparing and organising various internal and external meetings (Board of Directors, Shareholder Meetings, … )
  • Handling occasionally some travel arrangements for the team
  • Liaising with shareholders and other external parties, ensuring an accurate, efficient and timely exchange of information while taking into account the often confidential and sensitive nature of the information
  • Assisting the team with the drafting, proofreading and reviewing of legal documents, minutes, reports and correspondence
  • Assisting with knowledge management and compliance activities
  • Assisting in the organisation and coordination of events and ad-hoc projects as needed
  • Acting as a liaison between departments

Please note that this list of responsibilities is non exhaustive and that you may be asked to take on additional tasks, depending on the workload and in order to cater for the needs of the team and of the company.

Profile:

  • You ideally hold a bachelor’s or master’s degree in law
  • You are fluent (oral and written) in English with good level of French and/or Dutch
  • You ideally have a first experience in a similar role. Previous working experience as a legal/compliance assistant or as a paralegal in a law firm or a corporate legal department would be a strong asset.
  • You are computer literate (MS Office, SharePoint, Teams, SalesForce or CRM, databases, legal software applications, … ). You enjoy learning and working with new IT tools and applications.
  • You have strong interpersonal skills, you can communicate with courtesy and diplomacy and you understand the importance of discretion & confidentiality in a business environment
  • You are organised, you have strong time-management skills and you work with a lot of attention to details
  • You are service minded & resourceful, you possess strong problem solving skills
  • You are autonomous but you also enjoy being part of a team
  • You avoid stressful moments by anticipating deadlines and planning your work accordingly, you are able to adjust to changing priorities and circumstances

Offer & practicalities:

  • Starting date: to be discussed
  • Permanent contract
  • Competitive salary & benefits package
  • Access: the company is located in the centre of Brussels and is therefore easily accessible by public transport
  • Hours: 38h/week, possibility to work 1 day/week remotely
  • Very respectful and friendly working environment where there is a lot of room for personal development !

 

Management Assistant for Investment Company

29 July 2024 by Elke Wellens

Our client is an investment company with offices in Brussels, Luxembourg and Singapore.  They support strong ethical values such as respect, integrity, discretion and team spirit. Their investment team consists of +/- 15 people and is currently looking to recruit a talented Management Assistant who will be working alongside another Assistant.  Their Brussels office is located in the city centre and easily reachable by public transport.

Role description:

  • Offering administrative and logistical support to a team of Investment Managers;
  • Agenda management: preparing and organising various internal and external meetings, setting up calls, etc.
  • Coordinating national and international business travel (tickets, hotels, taxis, itineraries);
  • Organising & coordinating events (venue search, invitations, attendees list, reservation of hotel rooms & restaurants, travel coordination, evening activities, speakers, brochures/presentations/documents, …)
  • Participating in office-wide projects on an ad-hoc basis (e.g. recruitment of trainees, compilation of internal/external newsletters, implementation of new IT tools, creation of internal policies, …)
  • Contact management: keeping CRM system up to date with contact details and input on investment opportunities;
  • Collecting, compiling and distributing relevant information within the team (minutes of meetings, reports…) and ensuring a proactive follow-up of action points
  • General administrative tasks, such as registering managers for conferences, uploading documents onto SharePoint, editing documents and presentations, archiving relevant documents, etc.
  • Acting as an interface with other assistants within the group.

Please note that this list of responsibilities is non exhaustive and that you may be asked to take on additional tasks, depending on the workload and in order to cater for the needs of the team and of the company.

Profile:

  • You have an excellent knowledge (oral and written) of English. A good level of French and Dutch is a plus.
  • You hold a relevant bachelor’s or master’s degree (Office Management, Languages, …)
  • You have at least 4-5 years of proven experience in a similar role. An experience in a similar environment is a significant plus (private equity, financial services, management consulting, …)
  • You are computer literate (MS Office, SharePoint, Teams, SalesForce or other CRM, databases, Outlook, … ). You enjoy learning and working with new IT tools.
  • You have excellent interpersonal skills, you can communicate with courtesy and diplomacy and you understand the importance of discretion & confidentiality in a business environment
  • You anticipate deadlines and you plan your work accordingly
  • You can adjust easily to changing priorities and circumstances
  • You have a strong team spirit and a genuine sense of collaboration as you will be working closely together with another assistant in the department
  • You show a high degree of integrity and you are motivated to learn more about this interesting sector

Offer & practicalities:

  • Starting date: to be discussed
  • Permanent contract
  • Competitive salary & benefits package
  • Access: the company is located in the centre of Brussels and is therefore easily accessible by public transport
  • Hours: 38h/week, possibility to work 2 days/week remotely
  • Very respectful and friendly working environment where there is a lot of room for personal development !

 

Personal/Team Assistant – German native or equivalent

13 June 2024 by Elke Wellens

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 permanent 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!

Communications & Events Assistant (fixed term contract)

24 May 2024 by Agnès Guilloux

Our client is an international federation representing the interests of its members towards the EU institutions. Their human-sized and multinational office (+/- 12 people) is located in the Arts-Loi area. They are currently seeking to recruit a temporary Assistant to help them on various communications & events projects. This is a 3 or 4 month fixed term contract.

Job Description

  • Creating event content in English on the company websites
  • Working with communications and event management tools and databases
  • Helping the team with logistics pre-, during and post- events
    • Assisting the team with the selection of venues
    • Preparing and sending invitations, preparing participants’ lists
    • Confirming attendants
    • Liaising with the speakers, drafting the agendas of the meetings, preparing badges, etc.
    • Ensuring that the meeting rooms are ready, set up and equipped appropriately (IT equipment, catering, etc.)
    • During the events, welcoming participants, attending to their needs, answering their queries, ensuring the smooth running of the events, troubleshooting
  • Supporting social media outreach and event promotion and feedback
  • Producing pre- and post-event outputs (including video editing)

Profile:

  • Academic background in communication, events management, administration, and project management, etc.
  • Interest in and knowledge of European affairs
  • Excellent written and oral English ( minimum C1 level)
  • Computer literacy
  • Notions of audio and video production are a plus
  • Knowledge of CRM databases and content management systems
  • Knowledge of social media
  • Capacity to work with people from different nationalities
  • Good organisation and time-management
  • Curiosity and adaptability, practical mindedness
  • Professionalism, capacity to represent the organization in front of third parts

Offer:

  • Dates: from July 2024 until September or October 2024 (exact dates to be discussed)
  • A full-time fixed term contract. Possibility to be extended
  • A competitive salary with benefits package (luncheon vouchers, group DKV (including ambulatory and dental insurance), homeworking allowance
  • Homeworking schedule: 2 days per week
  • The opportunity to gain valuable experience in an international environment and to develop numerous skills
  • Being part of a dynamic and supportive team
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