High level Office Manager/PA for boutique firm

Our client is a financial holding. Their offices are located in the city centre of Brussels and are therefore very accessible by public transport. Their human-sized and highly professional team is looking for a shiny and diligent individual to manage the smooth running of the office and to provide high level secretarial support to the Management Team, with a particular focus on the managing of the CEO’s complex calendar.

Job description

Executive Assistance

-Proactive calendar management

• To actively and proactively manage the team’s schedules, paying particular attention to the CEO’s, ensuring optimal priorities, anticipating constraints, and ensuring effective coordination among the various stakeholders

-Coordination

• Organization of recurring governance and business operations meetings such as:
  • Board of Directors meetings
  • Audit and Investment Committees
  • Weekly meetings with the Chairman
  • Monthly meetings with the Chairman
  • Deal Flow Meetings
• Organization of recurring governance and business operations meetings, organizing recurring meetings with portfolio companies

• • Board of Directors meetings
  • Monthly business progress meetings

-Executive Support as instructed by the CEO, CFO, or team members

• Following up on the CEO’s checklist, organizing meetings while considering priorities, context, and deadlines
• Anticipating and organizing associated logistics
  • Transportation (plane, train, taxi)
  • Accommodation
  • Booking meeting rooms
• Ongoing communication with the Chairman’s Personal Assistant
• Communication and coordination of logistics with the Office Managers of other offices (Paris, Milan, and Luxembourg)
• Ensuring deadlines are met and following up on administrative actions related to management requests
• Communication liaison between various legal entities

Office Management

Facilities and Logistics

• Organizing visitor reception
• Coordination with the welcome desk
• Reservation of parking spaces
• Beverages/Catering
• Management of office supplies and supplier orders
• Organization of incoming and outgoing mail and packages (DHL)

Administrative SupportAccounting

• Providing occasional support to the accountant in their absence (this will be reviewed in Fall 2026 in light of the insourcing of accounting)
• Verification of incoming invoices: billing information, VAT number, internal validation, accounting allocation, Data entry of invoices into the accounting system, Payment tracking, Expense Management
• Administrative management of Mastercard credit cards:
  • Collection of supporting documents and reconciliation of expenses
  • SNCB platform management: gathering travel receipts and reconciliation of expenses
  • Eurostar season ticket management Human Resources (under the supervision of the CFO)
• Preparation for the arrival of new employees: badges, IT equipment, phone subscriptions, access to financial tools and services, business cards
• Coordination of employee departures
• Management of the “Internships” email inbox. Operational Support
• Coordination with the IT team
• Updating internal tracking spreadsheets: vacation time, attendance, travel expenses, artwork, logins and access, subsidiary records
• Support for KYC procedures
• Filing and archiving of documents: legal documents, suppliers, bank statements, invoices

Profile

• The ideal candidate holds a relevant bachelor (Office management, Languages, etc.)
• You have an excellent level of French (C2 spoken and written) and are fluent in English(B2/C1 minimum)
• You have +/- 10 years of experience in a similar role and environment (corporate sector such as law firms or consulting)
• Good IT skills (MS Office and especially Outlook)
• Corporate presentation, courteous with a positive attitude
• Ability to interact at all levels, diplomatic skills, an extreme discretion is paramount
• Good common sense
• Very good interpersonal skills, smiling and dedicated
• A doer who aims at delivering a spotless service
• Quality minded, as this is a very high-level environment where it is crucial to aim at providing an outstanding support to all stakeholders

Offer

• A permanent and full-time contract
• Starting date: end of 2026/beginning of 2027
• Competitive salary and fringe benefits including monthly net allowance (€ 175), luncheon vouchers (€ 8,00) , health insurance (DKV), pension plan (in process of being implemented), yearly discretionary bonus, mobility plan (value o