The Role
The Administrative Assistant will play a key role in ensuring the smooth day-to-day functioning of BeAngels and ScaleFund by providing high-quality administrative, financial, and operational support to multiple team members.
Reporting directly to the CFO, this person will contribute to the reliability of our administrative processes, support finance operations (accounting, invoicing, follow-up), and assist with the administrative coordination of investment-related activities through our investment vehicles. The role also includes office management responsibilities and general administrative support, ensuring a structured and efficient working environment.
This is a hands-on position for someone who enjoys being at the heart of an organization, supporting others, and bringing rigor, clarity, and responsiveness to daily operations. Your Impact You will bring structure, reliability, and responsiveness to both internal operations and external-facing administrative processes. You will be a key point of support for finance workflows, operational documentation, and office organization—helping the team stay focused, efficient, and well-supported as the company scales.
Key Responsibilities
1) Finance & HR Support
* Support the day-to-day bookkeeping and preparation of accounting documents
* Assist with invoice creation, sending, and tracking
* Follow up on outstanding payments and coordinate reminders when needed
* Help maintain clean and well-organized financial documentation (digital and physical)
* Provide operational support during audit processes (document collection, preparation, tracking requests)
* Support HR-related administration, including payroll input coordination (absence tracking, contract documents, benefit follow-up)
* Support coordination with external payroll when required
2) Administrative Support for Investment Operations
* Support administrative follow-up linked to investments via investment vehicles
* Ensure proper data entry and tracking (encodings, registers, tools, CRM or internal systems)
* Maintain and archive legal/administrative documents in a structured way
* Support administrative onboarding of members/investors (first-level documentation, checklist follow-up, coordination)
* Handle first-level administrative questions from members/clients and triage requests to the right person
3) Office Management & Team Support
* Manage meeting room bookings and day-to-day office organization
* Coordinate logistics such as office supplies, deliveries, basic vendor follow-up
* Support the team with planning, scheduling, and coordination needs
* Help maintain a smooth and welcoming environment for meetings and visits
* Provide administrative support to business development activities (meeting coordination, document preparation, follow-up tasks)
* Support the organization of events, partner meetings, and member communications when needed
Your Profile
Must-have strengths
* Top-tier organization skills: you love structure, follow-up, and clarity
* Proactivity: you anticipate needs, spot issues early, and act without being asked
* Strong ownership mindset: you care about quality and enjoy doing things properly
* Comfortable handling repetitive tasks and unexpected requests with calm efficiency
* Discreet and trustworthy with confidential information
Experience & Skills
* 5+ years of experience in an administrative role (finance/admin support is a plus)
* Comfortable working with invoices, basic accounting support, and documentation processes
* Strong attention to detail and reliability in execution
* Excellent written and verbal communication skills
* Good IT skills (Excel / Google Sheets, Word, digital filing systems, email tools, calendars)
* Fluency in French and English (Dutch is a plus)
What We Offer
* A central support role in a fast-moving investment platform
* High exposure to finance, operations, and investment administration
* A collaborative, entrepreneurial team culture
* A role with real ownership and impact, reporting directly to the CFO
* Competitive compensation package aligned with experience and responsibilities