Executive Assistant

il y a 1 semaine

Bruxelles, Région de Bruxelles, Belgique Unique Temps plein

Omschrijving:

Reporting to the General Delegate / EU Advocacy Director,
the Executive
Assistant's responsibilities include scheduling meetings and appointments, support with the preparation of the meetings in an online format, making office supplies arrangements, managing the General Delegate's agenda, greeting visitors, providing high level administrative and facilitating IT support to our employees (approx. 10), in particular with regard to employees on boarding and group activities.

The Executive Assistant ensures the smooth running of the office and helps improving company procedures and day-to-day operation.

RESPONSIBILITIES Executive assistance to the General Delegate / EU Advocacy Director (60%)

  • Schedule meetings and appointments and set the technical conditions for effective online meetings
  • Prepare General Delegate / EU Advocacy Director's participation at conferences by collecting the relevant information necessary for participation and speaking at events
  • Organise business travel and make necessary bookings
Record General Delegate / EU Advocacy Director' expenses Office administration (40%)

  • Schedule Brussels team meetings and team appointments, plan inhouse or offsite office group activities, such as team building
  • Organise the office layout and order stationery and equipment, as well as necessary repairs, organizing catering for events, venues renting for large events including contract and price negotiation with vendors, and setting up technical conditions for EU members' meetings and Brussels events in collaboration with It department and events team
  • Partner with HR to update and maintain office policies, support on recruitment and onboarding process for new hires
  • Coordinate with IT department on all office equipment
  • Followup on invoices and payments are done in due time by liaising with the Accounting and Payroll Coordinator.
  • Liaise on a regular basis with the Accounting and Payroll Coordinator to followup on office G&A budget
  • Provide general guidance to visitors
  • Foster culture and values

Profiel

QUALIFICATION & EXPERIENCE

  • Proven experience as an Office Manager and/or Assistant
  • Knowledge of office administrator responsibilities, systems and procedures
  • Proficiency in MS Office and online meeting platforms such as Webex, Zoom, Teams etc.

COMPETENCIES, SKILLS & BEHAVIOURS

  • Drive for results
  • Strong analytical, problem solving and project management skills
  • Excellent timemanagement skills and ability to multitask and prioritise work
  • Emotional intelligence: selfawareness, empathy, managing self and other emotions
  • Understand the sense of urgency & drive change
  • Commitment
  • Crossfunctional collaboration to be successful in a matrix organisation
  • Excellent command of English is a must
  • Excellent communication skills

Aanbod
International company

Good salary and Extra advantages

Bedrijfsinfo
The Company is
an european organisation, supporting drivers and transport companies all over the world.

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