Executive Assistant/office

il y a 9 heures

Brussels, Belgique Care4You Temps plein

Our client specialises in the coordination and management of multidisciplinary science projects in support of policy makers and industry players. They act as an expert consultative body for various stakeholders (regulatory organisations, policymakers, industry and NGOs). They are currently recruiting an Executive Assistant/Office and HR Administrator for their small Brussels office which is centrally located.

**PURPOSE OF THE ROLE**

You will be the right hand of the Managing Director, you will be supporting him with the coordination of meetings, team activities and project-related administration. You will be handling the HR administration and follow-up on the recruitment procedures. You will also be involved in the day-to-day operations management, such as the optimisation & rationalisation of company policies and administrative procedures.

**JOB DESCRIPTION**

**Executive Assistant responsibilities & Office Management**
- Acting as an Executive Assistant to the Managing Director and 2 - 3 senior members of the management team; supporting them in the coordination of operational aspects, internal projects, team planning & activities and meetings
- Assisting the Managing Director with the organisation of meetings & team events and with the coordination of external projects
- Making travel arrangements (booking flights, trains, hotels) related to the participation of team members to meetings/workshops/conferences in Belgium and abroad
- Improving and developing new company procedures (e.g. travel policy, submission of timesheets,), helping with the identification of more performing IT tools and databases for the organisation (e.g. accounting software), etc.
- Teaming up with the Managing Director, the Executive Finance Administrator, the Research Director and the Business & Contracts Director; participating in strategic decision-making processes related to the organisation and its projects/activities and future development

**HR Administration**
- Tracking whereabouts, holidays, sickness days, updating internal personnel register
- Uploading the above mentioned data via the payroll tool of the social secretariat, communicating additional personnel related information to social secretariat for payroll purposes (in collaboration with the Executive Finance Administrator)
- Being involved in the recruitment of new staff and the preparation of personnel contracts
- Welcoming newcomers and assisting with the onboarding process
- Assisting with induction/onboarding and exit procedures
- Following-up on time registration documents

**Project support and administration**
- Contributing to the contracts management and the project portfolio management
- Offering administrative and logístical project support: organising meetings/workshops/conferences, assisting with the various reports and publications linked to the different reports, updating systems and documents, etc.
- Liaising with project coordinators, clients, partners and subcontractors
- And more

**PROFILE**
- Ideally a relevant Bachelor or Master Degree (Languages, Office Management, Communication, HR, Business Administration,)
- Minimum 3 years of experience in administration, HR, office/operations management,ideally within a similar organisation (research body, scientific consultancy, EU association, think tank, trade association, lobby group,)
- Perfect knowledge of Dutch and English (oral and written). Other EU languages are an asset (French, Spanish, Italian,).
- Good knowledge of MS Office (Word, Excel, Outlook), online information management systems; some knowledge of payroll and accounting software can be an asset
- Experience with the administrative management and follow-up of EU projects can be an asset
- Ability to communicate effectively with a wide range of partners, including members of the Management Team, staff, project partners, funders, service providers
- Strong planning, administrative, analytical and organisational skills (numerous deadlines to meet)
- High level of professionalism and attention to detail
- Strong coordination and project management skills
- Willingness to work in a small, multicultural team and to be a proactive and constructive team player
- Easy-going and flexible personality (small team) with very good adaptation skills

**OFFER**
- Permanent contract
- Full time or 80%
- Competitive salary & extra-legal benefits package including: luncheon vouchers, Eco cheques, health insurance, bonus system, 35 holidays
- Starting date: asap
- Homeworking possibilities: 2 days/week
- The opportunity to enter a small but fast growing organisation; to work with a dedicated, friendly and multinational team in a sector which genuinely makes a difference (environmental protection & sustainable development)
- The organisation also offers an in-depth onboarding/training programme which will help newcomers to assimilate step by step all aspects of the job.

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