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Online since 28/02/2023
Executive Team assistant with excellent English and French in Etterbeek
The Executive Assistant works directly with the team to support all aspects of their daily work routine:
- Maintain the team calendar, including scheduling meetings, appointments, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
- Coordinate work with other staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
- Serve as a primary point of contact for the office in Brussels and help to coordinate the work of the different groups and providing administrative support for meetings.
- Assist the team in the preparation of presentations and papers for internal and external audiences.
- Determine priority of matters of attention; redirect matters to staff to handle, or handle matters personally, as appropriate.
- Keep the team advised of time-sensitive and priority issues, ensuring appropriate follow-up.
- Routinely perform a wide variety of support duties.
- Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
- Sort and triage mail; maintain e-mail and other address directories.
- Compose and prepare letters relating to routine correspondence
- Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
- Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
- Prepare, reconcile, and submit expense reports.
- Maintain paper and electronic filing systems.
- Maintain confidential and sensitive information.
- Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
- Complete a variety of special projects including creating PowerPoint presentations, spreadsheets, special reports, and agenda material.
- Other additional and/or alternative duties as assigned from time to time, including supporting other departments as needed such as ordering tea kitchen supplies, coordinating planned and preventive maintenance in the office, ensuring the office is of a high standard in terms of tidiness and cleanliness, meeting visitors and contractors as required, supporting with managing of budget and creating Purchase Orders for the above services.
The Executive Assistant provides administrative and operational support to the 4-members team:
- Work directly with the team to support all aspects of their daily work routine.
- Maintain the team calendar, including scheduling meetings, appointments, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
- Coordinate work with other staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
- Serve as a primary point of contact for the office in Brussels and help coordinate the work of the different groups and providing administrative support for meetings.
- Assist the team in the preparation of presentations and papers for internal and external audiences.
- Determine priority of matters of attention; redirect matters to staff to handle, or handle matters personally, as appropriate.
- Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
- Sort and triage mail; maintain e-mail and other address directories.
- Compose and prepare letters relating to routine correspondence.
- Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
- Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
- Prepare, reconcile, and submit expense reports.
- Maintain paper and electronic filing systems.
- Maintain confidential and sensitive information.
- Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
- Complete a variety of special projects including creating PowerPoint presentations, spreadsheets, special reports, and agenda material.
- Other additional and/or alternative duties as assigned from time to time, including supporting other departments as needed such as ordering tea kitchen supplies, coordinating planned and preventive maintenance in the office, ensuring the office is of a high standard in terms of tidiness and cleanliness, meeting visitors and contractors as required, supporting with managing of budget and creating Purchase Orders for the above services.
A long-term contract with a worldwilde company, whose Brussels office deals with EU Government Relations.
This vacancy offers 20 hours/week, 4 hours every morning. No home office as this position also covers some office management.
- Sector: Retail
Online sales
