Responsibilities

We are seeking a motivated and detail-oriented Executive Assistant to join our team in Brussels.  With 5+ years of administrative experience, you will provide comprehensive support to our Executive Leadership Team (ELT), including assisting the Executive Assistant to the CEO, and contributing to the smooth operation of the office. This is an excellent opportunity to leverage your skills in a dynamic, fast-paced environment. 

Responsibilities
1.    Executive / Administrative support

• Provide administrative assistance to the senior leadership Executive team members and Assistant to the CEO.
• Schedule and coordinate meetings, prepare meeting agendas, and handle complex travel arrangements and itineraries.
• Prepare and proofread presentations, reports, and other critical documents.
• Manage sensitive and confidential information with discretion and professionalism.
• Prioritize and handle various administrative tasks and projects from conception to completion.
• Handle data entry, filing, and document organization to ensure records are up to date and accessible.

2.    Office Coordination:

• Act as the first point of contact for employees, handling inquiries and managing correspondence.
• Ensure the smooth day-to-day operations of the office, including monitoring and ordering office supplies, and liaising with service providers.
• Support in the organization of internal events, including catering and logistics.
• Assist with maintaining a clean and functional office environment, coordinating repairs and maintenance when necessary.

3.    Communication & Coordination:

• Act as a liaison between internal teams and external stakeholders, ensuring timely communication and follow-up.
• Coordinate and support team activities, including distributing communications and collecting feedback when required.

4.    Other Duties:

• Undertake additional administrative tasks as needed to support the Executive Assistant and broader team.
• Contribute to fostering a positive office culture and team spirit.

Qualifications

• Experience: 5+ years of experience in administrative roles, including executive or senior-level support.
• Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiar with office management tools. 
• Languages: Native Dutch speaker with excellent written and verbal communication skills in English. Proficiency in French is advantageous.
• Skills: Strong organizational, time-management, and multitasking skills with attention to detail. Ability to prioritize and manage competing demands effectively.
• Attributes: Proactive, independent, and adaptable to change. Strong interpersonal skills with the ability to build relationships at all levels of the organization. 

Preferred Characteristics

• Team player with a flexible and can-do attitude.
• Eagerness to learn and develop within the role.
• Friendly and professional demeanor.