Executive Assistant

CropLife International is seeking an executive assistant with at least 10 years of experience ideally in an executive assistant role.

Reporting to the President / CEO of the organization, the executive assistant will work closely with the Operations Teams to ensure that Croplife International’s ambitions on operational excellence are delivered to the highest standards.

**About CropLife International**

CropLife International’s vision and purpose is to advance innovation in agriculture for a sustainable future by playing a leading role in enabling sustainable food systems.

**Key responsibilities**

**Executive Support to the CEO**
- Provide high-level administrative support, including managing a dynamic calendar, coordinating meetings and calls, and arranging complex travel plans.
- Work closely and effectively with the CEO to keep her informed of upcoming commitments and responsibilities, ensuring proactive follow-up and prioritization.
- Act as the primary liaison between the CEO and internal/external stakeholders, including team members, representing the CEO with professionalism and discretion.
- Research, prioritize, and follow up on sensitive or confidential issues addressed to the CEO, determining appropriate responses or referrals.
- Follow up on contacts made by the CEO and senior management, supporting the cultivation of ongoing relationships.

**Board & Governance Coordination**
- Serve as the CEO’s administrative liaison to the Board of Directors and General Assembly.
- Ensure timely preparation, scheduling, and follow-up of Board and General Assembly meetings.
- Maintain discretion and confidentiality in relationships with all Board Members.
- Ensure compliance with bylaws regarding meeting preparation and documentation.
- Coordinate the preparation and distribution of official meeting minutes (in collaboration with external legal counsel).

**Communication & Documentation**
- Prepare documents and materials for high-level meetings.
- Compose and prepare confidential correspondence and compile documents for travel-related meetings.
- Respond to requests for materials regarding the CEO and the organization, ensuring timely and accurate delivery.

**Operational & Administrative Excellence**
- Prepare and process expense reports and maintain budget tracking files.
- Maintain stakeholder contact data, ensuring accuracy and up-to-date records.

**Team & Meeting Coordination**
- Assist in coordinating agendas for senior management team meetings, off-sites, and all-staff meetings.
- Provide oversight to ensure the staff calendar reflects all committee meetings.
- Proactively prepare an annual calendar for major meetings and organizational events.

This role description is not prescriptive and the post-holder may be required to undertake other responsibilities reasonably required by the Operation Team in order to support and fulfil the purpose of the role.

**Required Education and Work Experience**
- Educational Background: bachelor's degree in business administration, communications, or secretarial studies
- Professional Experience: at least ten years of relevant experience in administrative support.

**Required Competencies**
- Exceptional organizational skills to manage complex schedules, meetings, and deadlines with precision.
- Outstanding communication abilities, both written and verbal, to engage confidently with executives, members, and teams.
- Strong multitasking and prioritization skills, with the ability to handle multiple responsibilities efficiently.
- Adaptability and flexibility in a fast-paced, dynamic environment.
- Discretion and professionalism in handling confidential and sensitive information.
- A proactive, solution-oriented mindset to anticipate and resolve challenges.
- Excellent interpersonal skills, fostering positive relationships across diverse stakeholders.
- Cultural awareness and inclusivity, thriving in an international and multicultural setting.
- Fluency in English, with native-level or exceptional written and spoken proficiency.

**Required Location**

Brussels, Belgium

**What we offer**
- Join a vibrant and diverse team of professionals dedicated to making a difference.
- Immerse yourself in an international working environment, collaborating with colleagues from around the world.
- Support a wide range of topics, from sustainability to modern agriculture.
- Enjoy an attractive remuneration package commensurate with your skills and experience.
- Access opportunities to further develop your skills and expertise, fostering personal and career growth.
- Take on meaningful responsibilities and opportunities to showcase your entrepreneurial spirit.
- Full time permanent contract in Brussels

**How to apply**

**Job Types**: Full-time, Permanent contract

Pay: €3.200,00 - €4.200,00 per month

**Benefits**:

- Food allowance
- Hospitalization insurance

Schedule:

- Monday to Friday

Supplemental Pay:

- 13th month salary
- Vacation money
- Yearly bonus

Formation:

- B