PA & Office Manager

An interesting challenge as a PA & Office Manager at one of our clients in Brussels. Apply today!
Brussels - Centre

Job description

As Personal Assistant to the Director General, the person would be responsible to assist the DG in all matters inclusive:

  • Filing relating to the General Assembly, Consultative Assemblies and Board meetings in accordance with the statutes of the association and Belgian law;
  • All administrative matters relating to Board members and the required publications of Board nominations;
  • Preparing the client's balance sheet and P&L (with the external accounting office – CPA’s).

As administrative manager, the person would be responsible for:

  • Filing of all corporate documents (both electronic and physical);
  • Checking documents;
  • Entering accounting , financial and other data;
  • Accept phone calls;
  • Welcome visitors;
  • Manage room bookings;
  • Organize service in the meeting room; 
  • Type reports and notes of the DG;
  • Issue invoices; 
  • Process purchase orders and manage/maintain the association’s database inclusive memberships.

In addition, he/she would take care of office management meaning:

  • Manage office supply and facilities as well as related budgets;
  • Manage the third party service and supply contracts;
  • Order travel and accommodation for staff;
  • Prepare the client's income and VAT collection and transfer same to external accountants; 
  • The candidate would also manage the relationship with the landlord and sub-lessors.

In the IT area the candidate would: 

  • Make sure that electronic data are appropriately stored; 
  • Ensure that the ICT device inventory and related labelling are performed by the IT service provider; 
  • Manage the different IT access codes;
  • Make sure back-up is organized and functioning.

Last but not least, the person would take care of HR duties:

  • The relationship with the social agency, distribute salary slips, manage absences and holidays taken, GDPR, access to the office and garage, health, security and safety measures and insurances.

 

Your profile

  • An academic or equivalent general education;
  • Extensive relevant experience;
  • Excellent computer literacy like standard IT applications (Word processing, Outlook, PowerPoint, Excel), spreadsheet, databases;
  • Excellent command of English, French, other languages a plus;
  • A very well structured mindset accompanied with a customer oriented approach;
  • Stress resistance;
  • Empathy, team player.

What we offer

  • A permanent contract;
  • A small organisation in which the person will take on many responsibilities and hold a key;
  • function for internal and external stakeholders;
  • An interesting salary package, completed by extra legal advantages.

Timetable

Full-time

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