Executive Team Assistant 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
• 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
• Keep the team advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
• Sort and triage mail; maintain e-mail and other address directories.
• 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.
• Some office management : ordering tupplies, 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.