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

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Management Assistant for Investment Company

21 November 2022 by Elke Wellens

Our client is a financial holding 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 (+/- 50 people) is located in the city centre.

Role description:

  • Offering administrative and logistical support to a team of Investment Managers;
  • Agenda management: preparing and organising various internal and external meetings
  • Coordinating national and international business travel (tickets, hotels, taxis, itineraries…);
  • Supporting the organisation and coordination of events and ad-hoc projects if and when necessary;
  • Contact management: keeping a 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 dealflow;
  • Act 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. Good command of French and/or Dutch is a plus.
  • You hold a relevant bachelor’s or master’s degree (Office Management, Languages, …)
  • You have at least 4 years of proven experience in a similar role. An experience in a similar environment is a significant plus (private equity, financial services, consulting, …)
  • You are computer literate (MS Office, SharePoint, Teams, SalesForce or other CRMs, databases, internet…). You enjoy learning and working with new IT tools.
  • You have excellent interpersonal skills, high motivation, and integrity.
  • You can communicate with courtesy and diplomacy; 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

Offer & practicalities:

  • Starting date: asap
  • Temporary contract (6 months)
  • Competitive salary
  • Access: the company is located in the centre of Brussels and is therefore easily accessible by public transport
  • Hours: 38/week

 

Administrative Assistant to the Clinical & Regulatory Affairs team

8 November 2022 by Agnès Guilloux

Our client is a scale up medical technology firm headquartered in Wavre. They specialize in high tech medical devices for surgery applications. They have a global activity but remain a human-sized operation with +/- 40 staff in Belgium. They are currently looking to recruit a diligent Assistant who will support a team of 6 scientists.

Purpose of the role

Reporting to the VP Clinical and Regulatory Affairs, the Administrative Assistant will provide administrative support to the Clinical and Regulatory department, ensure the integrity of specified data in the Clinical department, and liaise with external parties and other departments in the company.

Job description

  • Assist the clinical team in the preparation, handling, distribution, filing, and archiving of clinical documentation and reports according to the standard operating procedures
  • Check the Trial Master File for applicable trials and create the printed binder with essential trial documents
  • Assist with periodic review of study files for accuracy and completeness
  • Ensure clinical data is correctly stored in the company’s data warehouse
  • Assist Clinical team with preparation, handling and distribution of clinical trial supplies and updating of inventory tracking system
  • Support clinical and regulatory team with different tasks like scanning, storing of training documents, final contracts, logs, etc.
  • Act as a central contact for the clinical team for designated project communications, correspondence, and associated documentation
  • Support in drafting and tracking contracts
  • Perform an overall housekeeping and inventory to ensure all necessary trial documents are properly stored
  • Assist in making travel arrangements for investigators, study coordinators, clinical and regulatory staff
  • Ensure trial and patient insurance is properly in place
  • Coordinate and follow up payments to sites and Service Providers
  • Create Purchase Orders for Clinical and Regulatory activities
  • Check suppliers’ invoices versus contract commitments to ensure correct services are received and billed
  • Other clinical and regulatory activities as directed by VP Clinical and Regulatory Affairs

Profile

  • You have at least 3 years’ experience in administrative support within an international environment
  • You ideally have a previous experience in a clinical department support role
  • You are fluent in English, written and spoken (at least C1 level). You also have an operational knowledge of French (B2 minimum)
  • You have effective time management and organizational skills
  • You are an excellent communicator and can interact with C-level Executives
  • You are well structured and to the point
  • You are team spirited
  • You are flexible and can juggle several tasks at the same time

Offer

  • A full‐time permanent position
  • Starting date: A.S.A.P.
  • Competitive salary and benefits package including: luncheon vouchers (€8,00), eco-vouchers (€250/year), health insurance (including dental), pension plan, teleworking allowance
  • Working hours & holidays: 39h00/week, 26 holiday days/year
  • Location: The position is based in Wavre (Belgium) with possibility to work from home a couple of days per week (after 3 months in the role). The offices are reachable with public transport but their access is easier with a private vehicle (free parking)
  • Headed by a solid management team, you will be part of a highly skilled (engineers, scientists) capable and dynamic team of innovative leaders with proven tracks records in the pharmaceutical and medical device industries.
  • This is an agile start‐up company culture focused on values of entrepreneurship, engagement, integrity, passion, and excellence

 

 

 

Legal Counsel for non-profit organisation in the medical sector

14 October 2022 by Elke Wellens

Our client is an international non-profit research organisation which represents a large global network of academic groups dedicated to cancer research. They design, conduct and facilitate international clinical trials in partnership with 50+ research groups around the world. Their Brussels HQ gathers +/- 30 staff and is located in Woluwe.  They are today looking to recruit an experienced Legal Counsel to work in the Legal Department (+/- 4 people).

Purpose of the role

To collaborate with an extended team (legal advisors, Data Protection Officer, project managers, medical advisors, CEO, etc.) in managing the day-to-day contracts process in an efficient and timely manner.

Job description:

  • Drafting, reviewing, negotiating and finalising all types of agreements related to cancer research including, without limitation, confidentiality agreements, letters of intent, clinical study agreements (e.g., with pharmaceutical companies, association members and partners, individual hospitals, vendors), consortium agreements, service agreements, grant agreements, as well as other related documents
  • Working and liaising with team members to facilitate the coordination of the legal aspects of various 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 organisation (e.g., insurance, statutes, etc.)
  • Advising on legal matters related to fundraising activities, when necessary

Profile:

  • You hold a Master’s in Law
  • You have 5 to 6 years of experience working as a legal advisor/legal counsel in clinical research or in the medical sector (experience in drafting all sorts of agreements + ideally also experience with the coordination of all legal aspects related to clinical studies)
  • Fluent written and spoken English & French, 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 organisational and time-management skills, not losing sight of both short- and long-term objectives
  • You are detail-oriented and precise
  • You are able to multi-task and problem-solve in a busy and sometimes stressful environment
  • You can work proactively, anticipate needs and follow things through
  • You have a high level of integrity and professionalism, are able to maintain confidentiality and discretion at all times
  • You are a positive individual with an engaging personality
  • A genuine interested in scientific topics and in non-profit activities

Offer:

  • A permanent and full-time contract
  • Starting date: as soon as possible!
  • A competitive salary and benefits package
  • Working hours: 38h00/week, regular hours with homeworking possibilities
  • Location: the offices are located in Woluwe-Saint-Lambert
  • The opportunity to work in a stimulating international environment, and for an organisation which genuinely makes a difference!
  • Very professional and nice team to work in!

 

 

 

Executive Assistant to Board Member

13 October 2022 by Agnès Guilloux

Our client is a family-owned Belgian industrial group. They are present globally and their headquarters are located in Ixelles/Elsene (150 staff Brussels, 15,000 worldwide). They are currently recruiting several Executive Assistants to provide a high-level support to 4 board members. Each Assistant with be devoted to the support of one Director.

Job description:

  • Completing a broad variety of administrative tasks: managing an active agenda of (international) appointments, scheduling meetings, organizing numerous video conferences and calls, managing complex travel itineraries…
  • Coordinating executive communications in a highly professional and warm manner, including taking calls, responding to e-mails, keeping Inbox manageable, and interfacing with senior leadership, board members and staff
  • Proactively keeping the executive informed of agenda commitments, ensuring follow-up on action points within agreed deadlines
  • Preparing various types of meetings making sure all necessary documents and other preparations are ready; preparing and composing confidential correspondence
  • Planning, coordinating and ensuring that schedule is followed and respected; keeping the executive well informed of upcoming commitments and responsibilities, following up appropriately. Endeavouring to make sure that time is used as effectively as possible. Anticipating and proactively resolving potential scheduling or other conflicts
  • Acting as “ambassador”, “gatekeeper” and “gateway”, creating win-win situations for direct access to the executive, by demonstrating executive image, credibility, caring and trust
  • Prioritizing conflicting needs effectively; handling matters proactively, and following-through on projects, often within tight deadlines
  • Checking documents (language, grammar, presentation, layout)

Profile:

  • Significant experience and passion in supporting C-level Executives, including experience within international and multi-cultural environments
  • Fluent English (at least C1)
  • Knowledge of Microsoft Word, PowerPoint, Excel, Outlook, Teams
  • Excellent organizational skills with an ability to think proactively and manage multiple priorities
  • High level of integrity, trustworthy, able to handle highly confidential and sensitive information
  • Outstanding verbal and written communication skills in English, able to interact with people at all levels
  • Proactive, take ownership and have a creative mindset with an ability to suggest improvements and solutions to problems
  • Capacity to professionally represent the company towards third parts
  • Ability to anticipate the needs of the boss and to troubleshoot when needed

Offer:

  • A permanent and full-time contract
  • Starting date: as soon as possible!
  • A very competitive salary and comprehensive benefits package including luncheon vouchers, comprehensive health and group insurances, laptop, cell phone, etc.
  • Working hours: 40h00/week, mixing on site and remote work
  • Holidays: 32 holiday days/year
  • Location: the company is located in Ixelles/Elsene and is therefore very easily accessible by public transport. Parking is provided as well
  • The opportunity to work in a quality oriented, corporate environment in very nice offices in Brussels!

Administrative, Events & Communications Assistant for an international federation!

26 September 2022 by Agnès Guilloux

Our client is an international federation in the financial sector 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 and is currently looking to recruit a diligent Assistant on a permanent contract basis. This is a newly created position.

Purpose of the role

To support colleagues in communication and marketing activities, as well as internal and external meeting and event organisation, both in Belgium and within Europe. The successful candidate will also support in the day-to-day management of the Secretary General’s calendar and travel arrangements, as well as travel arrangements for the team.

Job Description

Travel & Calendar Management (max 30% of the time)

  • Manage the diary of Secretary General
  • Arrange travel and accommodation for Secretary General and other colleagues, including travel itineraries, visa applications, etc. in Europe and beyond

Event Organisation

  • Support in the logistical preparations for internal/external meetings: meeting room and technical equipment reservation, document preparation and printing; organisation of catering; preparation of badges etc.
  • Onsite assistance with the above at events both in Belgium and, potentially, elsewhere in Europe
  • Attend the events in Belgium and abroad
  • Accompany the Secretary General on his business trip and to support him during the time of the trip

Communication assistance

  • In collaboration with another Communications Assistant, support in the management of federation website, and associated on-line platforms, support in development of the products (publications, presentations, videos, promotional material) and contribute to their editing and proofreading as necessary, support in relationship with suppliers (print and web design agencies, photographers, filmmakers)
  • Support in the coordination and production of newsletters and outreach communications
  • Support in raising the profile of the organisation and ensuring strong brand presence; support in the marketing and outreach strategy to contribute to attracting new members and partners; support in ensuring promotion of the federation events and work with relevant event stakeholders

Profile:

  • Excellent written and verbal communication skills in both English (C2) and French (C1)
  • IT mindedness (MS Office, website management, CRM, social media)
  • At least 3 years’ relevant work experience in a similar position and environment
  • Cultural sensitivity and international mindedness
  • Good general communication skills, attention to detail and reliability are essential
  • Ability to take the initiative and find solutions to problems as they arise
  • Ability to work under pressure, manage competing priorities, maintain a professional approach and genuine service mindedness
  • Dynamism, hands on mentality and flexibility are essential (small team)
  • Team mindedness and cooperative attitude
  • A commitment to the values and goals of the European Union

Offer:

  • Starting date: A.S.A.P.
  • A permanent contract
  • Full time (37h30/week) or 80% (+/- 30h00/week)
  • Homeworking schedule: 2 days/week
  • A competitive salary with a complete benefits package including luncheon vouchers (€8,00), group insurance, pensions plan, DKV (including ambulatory and dental insurance), reimbursement of public transport (€40,00/month), IPhone, +/- 30 holiday days (full time basis)
  • A motivating and challenging role within an influential international trade association
  • Opportunities to work and develop in an international environment
  • The opportunity to join a dynamic and friendly team
  • In this small team, the sense of initiative and the willingness to contribute are key, and responsibilities could evolve over time

Membership Development Manager

6 September 2022 by Agnès Guilloux

Our client is an international federation operating in the field of sustainable development. Their main mission is to offer a wide scope of services to their members, ranging from monitoring EU legislation developments to enhancing the exchange of best practice through the organisation of workshops and conferences. They are located in the city centre of Brussels and count +/- 100 staff.

They are today looking to recruit a Membership Development Manager.

Purpose of the job

  • “Hunting” new members (85% of the role): to implement a strategic plan to acquire and retain members and create cross sell, upsell and new business opportunities. To increase the strategic member base
  • To work alongside and report to the Head of Membership on strategy (15% of the role)

Main responsibilities will be:

  • Developing the new membership recruitment strategy in Europe agreed with the Head of Membership
  • Evaluating and measuring the progress on the business plan
  • Analysing the market structure, main actors, evolution, business development initiatives and providing progress reports on activities to target
  • Elaborating the business development action plan considering the region’s business development targets, monitoring it and reporting on the results
  • Creating good relationships with potential members, members, and strategic members (including the attendance to trade fairs, conferences and exhibitions) and acting as one of the main contact points for all Europe
  • Taking a role in the stewardship of the database to closely monitor members activities
  • Relating to colleagues inside the team according to the company values and with care to ensure its sustainable performance. This mainly consists in volunteering guidance, co-operation, and support to colleagues, ensuring mutual development and well-being in the department
  • Responsible to define and execute the business plan of the federation’s (market segmentation, growth approach, partnership, etc.)
  • Responsible for the acquisition of members and development of the business activities by selling membership services
  • Monitoring members, market, and competitor activity, and identifying new business opportunities in existing and new markets
  • Ensuring a high-level handover to the federation’s staff whilst keeping a strong relationship with new members
  • Supporting/coordinating with marketing unit the preparation and execution of mass marketing campaigns with robust segmentation to attract leads using traditional and digital mediums
  • Establishing event-based triggers and monitoring engagement rates across nurturing campaigns
  • Collaborating with different units across the federation to leverage activities/programs to ensure acquisition content is fresh and relevant
  • Involving and supporting for membership renewals on relevant and needed cases
  • Forecasting and pipelining by accurately recording all business opportunities generated
  • Contributing to development of policy, pricing and processes for new membership, products and services and internal systems requirements
  • Generating regular client insights from perspective of potential members to improve customer experience and the development of new products and service
  • Ensuring retention by creating, coordinating and follow-up engagement focused activities.

The ideal candidate should have the following profile:

  • A Bachelor/Master in a relevant field (such as Commercial Sciences, Economics, Marketing)
  • Fluent English and French (spoken and written). A third language is an asset
  • At least 3 to 5 years’ relevant international service sales experience in a B2B environment (designing and implementing a business development strategy)
  • Proven track record in sales, negotiation skills, good understanding of sales and marketing tools
  • Experience working to and exceeding targets
  • Stakeholder management skills and commercial awareness
  • Ability to perfume under some pressure
  • Interpersonal skills, teamwork, and collaboration skills
  • Problem solving skills
  • Persistent and patient
  • Good negotiation skills
  • Strong communication skills
  • Self-starter attitude
  • Able to interact in a multi-cultural environment
  • Excellent interpersonal and presentation skills
  • Computer literate

Offer:

  • Starting date: ASAP
  • A permanent, full time contract
  • A competitive salary with a complete benefits package including luncheon vouchers (€ 8,00), health and group insurance, 100% reimbursement of transport costs, homeworking possibilities (at least 2 days/week)
  • Location: the company is located in the city centre of Brussels and is reachable by public transport
  • This is a unique opportunity to join a fast-changing organisation and a truly multicultural environment
  • The opportunity to work in an environment that truly makes a difference (sustainable development)

Sales Coordinator & Order Support

2 September 2022 by Agnès Guilloux

Our client is a global provider of services and solutions for industrial process engineering. Although they employ over 14.000 employees worldwide, they have remained a family company which promotes a close-knit atmosphere between the teams. Their Brussels offices are located in Schaerbeek and gather 85 employees. Following an internal move, they are today looking to recruit a diligent individual for their Customer Service department (team of 3).

Purpose of the role:

Processing orders from customers (B2B). Managing the entire order flow, from receipt of the order from the customer to the delivery and invoicing of the customer.

Being the main customer interface for order-related communications and interacting with various (local and international) internal departments (Sales, Logistics, Accounting) in order to ensure the highest standard of customer service.

Job description:

  • Verifying the customer order information: checking on completeness, prices, contract terms, etc.
  • Handling the sales order entry (in SAP)
  • Creating and following up purchase orders
  • Sending the order confirmation to the customer
  • Ensuring a follow up on order related issues: technical, commercial, logistical, administrative, financial, etc.
  • Ensuring the order delivery time with internal departments, warehouses and plants abroad
  • Maintaining the communication flow with customers on orders and status
  • Monitoring of orders to ensure that necessary adjustments are taken care of
  • Handling return shipment from customers
  • Processing credit/debits relating to order processing
  • Providing order related documentation (official transport forms.) to customers
  • Keeping the administration within the order processing department up to date
  • Understanding and ensuring that departmental KPIs, objectives and guidelines are followed
  • Supporting and acting as back-up for the local warehouse activities
  • Assisting finance in the resolution of payments issues by customers

Profile:

  • You already have an experience of +/- 5 years in a customer service role
  • You have an excellent knowledge of Dutch and French and a working knowledge of English or German
  • You are computer literate and have experience in working with SAP or with a similar CRM
  • You enjoy making sure that the entire sales order process runs smoothly and is successful
  • You are accurate and pay attention to details
  • You can switch easily between the different assignments and you stay motivated under pressure
  • You like to think about how things can be done even more efficiently and better
  • You are customer oriented and you like solving problems
  • You have a sense of urgency when handling issues
  • You enjoy being part of a team but you also have the drive to work on your own initiative
  • You ideally have team management skills.

Offer:

  • A permanent and full-time contract
  • Starting date: asap!
  • A competitive salary and comprehensive benefits package including luncheon vouchers (€8,00), Eco-vouchers, health and group insurances, possibility of a company car or electrical bike, a yearly bonus, 100% reimbursement of transport costs, 32 holiday days
  • Working hours: 40h00/week, 1 day of homeworking day/week
  • Location: the offices are located in Schaerbeek and are easily accessible by public transport and by car. Parking possibilities
  • The opportunity to work in a professional and human environment, which promotes a good work-life balance!

Gestionnaire documentaire

25 August 2022 by Agnès Guilloux

Notre client est un acteur reconnu du secteur du transport. Il est aujourd’hui à la recherche d’un(e) Assistant(e) pour travailler au sein d’une équipe de +/- 10 personnes. Le siège social, qui compte un effectif de +/- 170 employés, est situé dans le centre de Bruxelles et est donc très accessible en transports en commun.

Objectif du poste

Au sein d’une équipe d’experts en transport, assurer le traitement des avis de sécurité journaliers et hebdomadaires et les diffuser auprès des techniciens concernés. Assurer le contrôle des événements liés à la sécurité du réseau par la ligne hiérarchique. Reporter directement au Manager du département (+/- 100 personnes en tout)

 Description de fonction

  • Rechercher et collecter les avis journaliers et hebdomadaires liés à la sécurité et aux événements se produisant sur le réseau (dans diverses bases de données internes)
  • Réceptionner et compiler les avis
  • Les traduire du néerlandais vers le français et vice versa
  • Diffuser ces avis aux techniciens concernés
  • S’assurer de la bonne réception des avis par les techniciens
  • Compléter et enregistrer les informations reçues sur le serveur
  • Archiver l’ensemble des avis reçus et faire le bouclage quotidien
  • Suivre la procédure en vigueur à la ligne et avec la plus grande rigueur (enjeux de sécurité)
  • Être en contact constant avec les experts de l’équipe et avec le référent sécurité du service
  • A terme : être le back up du (de la) Assistant(e) de l’équipe (collègue direct(e))

 Profil

  • Vous êtes titulaire d’un diplôme d’études secondaires
  • Vous maitrisez parfaitement le français et avez un niveau opérationnel en néerlandais (B2)
  • Vous êtes extrêmement à l’aise sur les outils informatiques et avez une bonne capacité d’apprentissage à ce niveau-là (MS office, utilisation de base de données diverses)
  • Vous possédez déjà une première expérience dans un rôle de support administratif et dans un domaine pertinent (par exemple : secteur réglementaire, juridique, contrôle qualité, certification, secteur industriel où de nombreuses procédures doivent être respectées, etc.)
  • Vous êtes d’une rigueur et d’une fiabilité à toute épreuve car votre poste touche au domaine de la sécurité des voyageurs (contrôles aléatoires par le Manager plusieurs fois/an)
  • Vous avez le sens de l’organisation et des priorités
  • Vous êtes réactif(ve) et avez le sens des responsabilités
  • Vous êtes un bon communicant et aimez le contact
  • Vous avez un esprit investigateur et êtes capable d’avoir une bonne vue d’ensemble

Offre

  • Date de commencement : dès que possible
  • Un contrat à durée indéterminée et à temps plein
  • Un salaire compétitif assorti d’un package très complet incluant tickets restaurant (€8,00/jour), écochèques (€ 250,00/an), assurance groupe et hospitalisation, avantages en nature 37 jours de congés/an
  • Horaires de travail : 38h00/semaine
  • Un environnement de travail véritablement international et multiculturel, dans une entreprise en plein développement !

Multilingual Customer Relations Officer for the tourism industry

24 August 2022 by Agnès Guilloux

Our client is a well-established, international company active in the tourism industry.  They are currently recruiting a diligent Customer Relations Officer to join their multilingual & multicultural team in Brussels (+/- 50 people).  Their offices are located in the centre of Brussels (easy to reach with public transport) and they employ +/- 170 people.

Job description

  • being the focal point of contact for international customers (B2C): you reply promptly to their queries via phone in accordance with the company’s commercial politics & ethical/quality standards
  • ensuring sales and after-sales service
  • ensuring that an efficient and prompt service is offered to clients
  • ensuring that files are handled in a timely manner
  • responding efficiently to all queries such as information requests, complaints, and providing them an appropriate solution
  • punctually handling requests received via other media (e-mail, social media, etc.)
  • ensuring that files are handled in a timely manner

Profile

  • You are fluent in 2 of the following languages (French, English, Dutch, German) and have an intermediate knowledge of a 3rd one
  • You have a first relevant experience of +/-1 year (in a customer service/client relations role, ideally B2C)
  • You are PC literate with a good knowledge of MS Office, CRM and a phoning tool
  • You have strong oral & written communication skills: you are clear & articulate, you have a good elocution and you have good writing skills
  • You genuinely enjoy phone communication
  • You possess good listening skills, you are able to show empathy towards your customers and you are very service & quality minded
  • You are calm and stress resistant, you feel at ease when talking with customers
  • You have the ability to work autonomously and to manage priorities but you are also genuinely team spirited
  • You have a positive and dynamic work attitude, with good analytical abilities
  • You are flexible in terms of working hours: working in shifts of 8 hours (between 7.30 am and 10.30 pm) and working during weekends (on average during 2 weekends/month) is not a problem for you

Offer

  • Starting date: asap!
  • Contract: a permanent, full-time contract
  • A competitive salary with a very complete benefits package (including bonuses for working in shifts/during weekends), luncheon vouchers, health and group insurance, benefits in kind, 37 holidays
  • Work organisation: possibility of homeworking several days/week
  • The opportunity to work in a truly international & multicultural environment, in a company which is constantly evolving and within a fascinating sector!

Team Assistant for international law firm

25 July 2022 by Elke Wellens

SUMMARY OF THE ROLE

Assisting a team of lawyers (in an international law firm in the city centre of Brussels (easy access with public transport).  Providing high-quality administrative services, managing agendas and travels, handling incoming mail/telephone calls, arranging meetings and modifying documents. Working languages in the department are English and French.  It is a busy role and department so an accurate way of working, a good communication and a positive & proactive attitude are really important.

JOB DESCRIPTION

  • Managing agendas
  • Making travel arrangements
  • Arranging meetings, both internal and external, and managing & coordinating appointment diaries, ensuring fee earners are well prepared for meetings
  • Handling the layout of legal documents and letters
  • Adjusting legal, client-related documents
  • Organising seminars and presentations if applicable
  • Keeping contact lists up to date
  • Taking telephone messages, monitoring calls when appropriate
  • Dealing with incoming emails and post
  • Maintaining filing system, creating new files and archiving old files
  • Welcoming and looking after visitors
  • Liaising with Marketing department for appropriate up-to-date material
  • Providing updates on the progress of a variety of matters
  • Billing: inputting timesheets when applicable, preparing invoices and following-up on client payments
  • Working in close collaboration with other assistants in the same department, backing up colleagues in other departments if and when necessary
  • Any other task requested by the attorneys

PROFILE

  • Fluency in English (oral and written), very good knowledge of French.
  • Minimum 3 years of experience in a role as Management/Team Assistant. Previous experience in the legal sector or within professional services in general, is a strong asset.
  • Strong administrative and IT skills (MS Office, CRM systems, online tools & databases/cloud services)
  • A professional attitude and able to liaise with people at all levels
  • Ability to work autonomously and manage projects with a constructive & cooperative team attitude
  • An accurate, punctual and organised person with a good sense of initiative
  • Flexible, resourceful and resilient
  • Cheerful, dynamic and cooperative personality

OFFER

  • Contract: permanent contract
  • Starting date: asap
  • Salary: depending on level of experience
  • Benefits: luncheon vouchers (€8/day), DKV, group insurance, 100% reimbursement of public transport costs, home working possibilities
  • Working hours: 9am-5.30pm with occasional overtime
  • Stable and well-established company, truly international working environment, positive and dynamic working atmosphere!
  • Company commits to and invests actively in Environmental Sustainability, Corporate Social Responsibility and Diversity & Inclusion

 

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