Job Description
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.
Requirements
Candidates must meet the following requirements: At least 10 years of experience in an Enterprise Architecture role. Proven experience facilitating ARB sessions and producing decision packs with traceability. Strong autonomy and initiative, with the ability to engage effectively with stakeholders at all organizational levels. Demonstrates results-oriented mindset. Solid understanding of IT processes and methodologies, with practical experience using industry standards such as ITIL, TOGAF, ArchiMate, Domain‑Driven Design, and others. Experience with cloud‑native architecture patterns and platform governance (guardrails, onboarding criteria, reference architecture adoption). Collaborative mindset, pragmatism, and ability to co-construct. To be the link between the different stakeholders: Business, IT, Architecture teams, infrastructure team, .... Ability to advocate and promote the adoption of reference architectures across teams. Familiarity with microservices and event‑driven architecture approaches. Knowledge of Gartner architecture frameworks (e.g., TIME for Application Portfolio Management). Experience working with modeling tools such as Sparx Enterprise Architect, SAP LeanIX or equivalent alternatives. Team‑oriented mindset, strong collaboration skills, and excellent presentation abilities. Experience in merger or acquisition contexts and the associated transformation journeys is considered a plus. Hands‑on experience designing and delivering IT solutions in an agile environment is an asset. Knowledge and experience of/in the Energy and Utilities sector is a plus. Fluency in English is mandatory for documentation, supplier interactions, and meetings. Knowledge of French, Dutch, or German is a plus, as you will collaborate with team members speaking these languages