As a Secretary, you provide administrative, organisational and communication support. You help streamline processes, maintain structure and guarantee the professional functioning of the department. Key Responsibilities 1. Agenda & Task Management Maintain and update the manager’s calendar Schedule appointments and recurring meetings Prepare, follow up and distribute meeting documents Communicate changes to all relevant stakeholders 2. Document Preparation Draft and format professional documents (letters, reports, presentations, notes, etc.) Take minutes during meetings and prepare high‑quality summaries Gather information needed for reports or documentation Perform quality checks on documents and support template/procedure updates 3. Handling Incoming Communications Manage phone calls, emails and mail addressed to the department Provide answers when possible or redirect to the appropriate person Follow up on open questions and keep the manager informed Draft proactive responses or documents when needed 4. Organisation of Events & Meetings Manage logistics: booking meeting rooms, trainers, suppliers, hotels and travel Send invitations and follow up registrations Support the organisation of trainings, info sessions, trips and team‑building activities 5. General Administrative Support Manage office supplies Welcome and assist new employees and visitors Follow up on absences and performance registration in internal systems Prepare and maintain files, print and assemble meeting folders, scan and archive documents 6. Filing & Database Management Maintain structured physical and digital filing systems Archive documents (including Hypertree / Hyperdoc systems) Manage access rights for internal and external stakeholders 7. Mail Processing Sort and process incoming and outgoing mail Prepare documents for approval and ensure proper follow‑up Complete administrative codification and imputations Profil Qualifications & Skills Bachelor’s degree in Office Management or equivalent experience Excellent command of Dutch and/or French, with good knowledge of other national language and English Strong verbal and written communication skills Experience in a similar administrative role Proficiency in MS Office (Word, Excel, etc.) Accurate, organised, discreet and customer‑oriented Competencies You recognise yourself in the following: Team spirit Efficiency and organisation Customer focus Professional attitude Diplomacy & discretion Helpfulness and flexibility Open‑mindedness & initiative Innovative and solution‑driven Informations contractuelles Location Elia’s remote work policy is applicable to the delivery of the service. Important: for non-EU candidates, please present candidates who comply with the following criteria: Possess a work permit allowing the individual to work in Belgium. Hold a valid residence permit confirming the right of residence in Belgium.