Executive Assistant
Il y a 2 mois
We are seeking a highly skilled and organized individual to join our team as an Executive Assistant and Facility Manager.
**Executive Assistant to the CEO and support to the Management Team**:
- extensive diary management
- arranging client & internal meetings
- preparing & submitting time and expense reports
- drafting & archiving correspondence
- screening telephone calls
- attending management team meetings & write and distribute minutes / action items
- organising team dinners & events (town hall meetings, all employee events,.)
**Facility Management (2 sites)**
- overseeing & agreeing contracts & providers for services, incl. security, parking, cleaning, catering, technology,
- maintaining & optimizing the facilities (determine the need for repairs or renovations)
- managing the supply inventories and resources to support business operations
- managing the upkeep of equipment and supplies to meet health and safety standards
- establishing & streamlining processes to improve use of facilities
**Fleet Management**:
- serving as primary contact, concerning the vehicle fleet & operations
- ensure compliance/adherence to corporate fleet policies
- establish/maintain key relationships with fleet vendors (leasing companies) & ensure seamless assistance to employees on an as needed basis
- effectively communicate procurement strategies to employees and stakeholders in a timely & clear fashion
- work closely with the Executive (HR / finance) to identify future procurement
**Procurement**:
- grouping, preparing and entering orders per vendor in the ERP system
- ordering with the vendors
- follow-up on orders (delivery times, deliveries, invoices) - also in the ERP system
**Finance Administration**:
- approving invoices for G&A
The Executive Assistant & Facility Manager reports directly to the CEO.
- You obtained a Bachelor degree in a relevant field (Office Management,) and you have a successful experience of at least 5 to 10 years in a similar job;
- You are surefooted in hospitality or another customer-related function;
- An excellent knowledge of Dutch and English is a must (spoken and written), French is a plus;
- You are hands-on, organized with a strong sense of responsibility;
- Your work is precise and accurate;
- You handle all contacts and information with the required diplomacy and discretion;
- You are customer-centric;
- You are a quick learner and adopt a proactive approach;
- You are a real team player, a reliable and communicative colleague;
- You feel comfortable in a start-up environment and you can easily switch from one task to another;
- You appreciate working in an open space amongst enthusiastic, multidisciplinary and international colleagues;
- Our offices are located in Leuven (one site in Heverlee and another site in Wijgmaal). Flexibility between our 2 sites is required;
- You must be entitled to live and work in Belgium.
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