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.