Administrative Assistant ANG

UNIQUE; Oudergem; On-site; EUR 32,000 - 48,000; Full time

Job summary

UNIQUE is seeking an Administrative Assistant with over 2 years of experience in administration to support our executive team and day-to-day operations. This role focuses on keeping calendars, coordinating meetings, and ensuring smooth office workflows.

You will manage travel arrangements, prepare presentations, maintain SharePoint and contact databases, and handle email communications while delivering professional support to internal and external stakeholders.

Qualifications

• Over 2 years of experience in administration.

Responsibilities

• Keep agendas up-to-date and ensure consistency amongst Executives’ activities.
• Follow-up meetings/conferences/registrations and invitation to meetings/conferences etc.
• Arrange travel plans (flights, hotel reservations etc.).
• Format documents and send e-mail/letters
• Assist with the preparation and the formatting of presentations (PowerPoint)
• Keep our SharePoint up-to-date with meeting materials etc.
• Keep our contact database up to date
• Follow up of contracts with external parties and ensure their appropriate recording in the contract database.
• Collecting and providing all relevant information for internal/external meetings
• Sending outlook invitations and tracking replies
• Gathering working documents, preparing meeting folders and checking presentations’ accuracy
• Organizing Microsoft Teams meetings when relevant
• Ordering lunches
• Setting up meeting rooms for calls and face to face meetings
• Answer phone calls and welcome visitors

Job description

We are looking for an Administrative Assistant with over 2 years of experience in administration for our client.

What are your tasks?

• Keep agendas up-to-date and ensure consistency amongst Executives’ activities
• Follow-up meetings/conferences/registrations and invitation to meetings/conferences etc.
• Arrange travel plans (flights, hotel reservations etc.).
• Format documents and send e-mail/letters
• Assist with the preparation and the formatting of presentations (PowerPoint)
• Keep our SharePoint up-to-date with meeting materials etc.
• Keep our contact database up to date
• Follow up of contracts with external parties and ensure their appropriate recording in the contract database.
• Collecting and providing all relevant information for internal/external meetings
• Sending outlook invitations and tracking replies
• Gathering working documents, preparing meeting folders and checking presentations’ accuracy
• Organizing Microsoft Teams meetings when relevant
• Ordering lunches
• Setting up meeting rooms for calls and face to face meetings
• Answer phone calls and welcome visitors