Become the organizational backbone of a fast-growing, mission-driven company.
If you enjoy being the go-to person who keeps teams running efficiently and lead
About Our Client
Our client is a fast-growing, mission-driven company based in Brussels.
Job Description
Office Management
Ensure smooth daily office operations: supplies, IT coordination, food & beverages, subscriptions, and handling of mail & courier services.
Manage shipments and logistics for small projects; support larger production scheduling and documentation in collaboration with the Production Manager.
Organise bi-weekly and monthly team meetings, prepare agendas, and follow up on action points.
Coordinate travel and accommodation for team members, optimising for cost and efficiency.
Act as the first point of contact for general external enquiries.
Executive Support to CEO & Leadership TeamCalendar & Prioritisation
Proactively manage the CEO's agenda, safeguard focus time, and ensure alignment with strategic priorities.
Coordinate travel arrangements and act as a trusted gatekeeper.
Board & Investor Support
Prepare board materials and investor documentation.
Support agenda-setting, logistics, and pre-read coordination to allow the CEO to focus on strategic discussions.
Communication & Documentation
Draft professional correspondence, prepare presentations, and structure briefing notes for key meetings with investors, partners, and regulators.
Track follow-up actions to ensure seamless execution.
Cross-Functional Support
Assist the CFO with invoice preparation, payment workflows, grant/subsidy documentation, and formatting of financial materials.
Support the CTO/COO with procurement processes, supplier documentation, technical meeting scheduling, and project reporting.
Wellbeing & Efficiency
Help protect the CEO's time, energy, and wellbeing by structuring schedules that allow space for deep work, health routines, and recovery.
The Successful Applicant
A discreet, trustworthy, and reliable team player.
Experienced in fast-paced environments with the ability to manage multiple priorities calmly and efficiently.
Excellent organisational, calendar, and travel management skills.
Strong written and verbal communication abilities; capable of producing polished professional materials.
Fluent in English, Dutch, and French (additional languages such as German or Spanish are a plus).
Proactive, empathetic, and solution-driven, you anticipate needs before they arise.
minimum 3 years' experiences as an Executive Assistant, Office Manager, or similar role.
What's On Offer
An attractive compensation package with flexible working hours and extra-legal benefits.
A central and meaningful role directly contributing to the efficiency of the leadership team.
A dynamic, international, and purpose-driven team environment.
An inclusive workplace that values diverse backgrounds, perspectives, and experiences.
Contact: Julie Poubeau
Quote job ref: JN