Executive Assistant

Arcadius; Brussel Hoofdstad; Sur place; EUR 24 000 - 36 000; Temps partiel

Résumé du poste

Arcadius in Brussels seeks an experienced Executive Assistant to support the Director in a small, international office. The role is part-time (3 days/week) and open to both employees and freelancers, with duties spanning executive support and light office management.

You will manage the Director’s calendar, coordinate meetings, draft correspondence, handle travel arrangements and liaise with the Paris HQ, all while maintaining discretion and a proactive, hands-on approach.

Qualifications

• You are a mature, service-minded and highly organised professional who understands exactly what is needed in a support role.

Responsabilités

• managing and monitoring the Director’s diary, appointments and meetings
• proactively reminding the Director of meetings and keeping a close eye on the agenda
• receiving, forwarding and drafting correspondence
• organising internal and external meetings
• making restaurant and hotel reservations
• arranging travel
• preparing and following up on files and administrative matters
• filing, archiving and managing documents
• handling expense notes and following specific internal procedures with headquarters
• monitoring simple budget-related matters and outstanding invoices
• supporting the preparation and organisation of events and international meetings
• managing external relations in the Director’s absence
• handling limited reception and telephone duties
• taking care of practical office management tasks to ensure the smooth day-to-day running of the office: office supplies and equipment, contacts with suppliers etc.
• building and maintaining a positive working relationship with the Paris HQ

Description du poste

Experienced Executive Assistant wanted for a part-time position (3 days/week) in Brussels, supporting a senior Director in an international environment. This opportunity is open to both employees and freelancers and offers a varied role combining executive support and office management duties in a small team.

Your function

For the Brussels representative office of an international French company active we are looking for an experienced Executive Assistant (freelance or employee status) to support the Director on a daily basis.

In this key position, you will bring structure, overview and peace of mind to a role where discretion, diplomacy and accuracy are essential. You will support the Director with an extensive external network and a schedule filled with high-level contacts. You make sure everything runs smoothly, priorities are monitored and arrangements are handled down to the smallest detail.

Your responsibilities include:

• managing and monitoring the Director’s diary, appointments and meetings
• proactively reminding the Director of meetings and keeping a close eye on the agenda
• receiving, forwarding and drafting correspondence
• organising internal and external meetings
• making restaurant and hotel reservations
• arranging travel
• preparing and following up on files and administrative matters
• filing, archiving and managing documents
• handling expense notes and following specific internal procedures with headquarters
• monitoring simple budget-related matters and outstanding invoices
• supporting the preparation and organisation of events and international meetings
• managing external relations in the Director’s absence
• handling limited reception and telephone duties
• taking care of practical office management tasks to ensure the smooth day-to-day running of the office: office supplies and equipment, contacts with suppliers etc.
• building and maintaining a positive working relationship with the Paris HQ

Your profile

You are a mature, service-minded and highly organised professional who understands exactly what is needed in a support role. You work autonomously, while also knowing how to build smooth relationships with a variety of internal and external stakeholders.

What you bring:

• solid experience as an Executive Assistant or in a senior management support role
• an excellent command of French and English, with minimum a good understanding of Dutch
• strong written communication skills and excellent spelling
• a good working knowledge of MS Office, especially Excel and Word
• excellent organisational and planning skills
• a diplomatic and professional communication style, with a strong sense of discretion
• strong interpersonal skills and the ability to build trust‑based relationships
• autonomy, reliability and a strong sense of responsibility
• a hands‑on attitude and a practical mindset
• patience, resourcefulness and a positive approach

You feel comfortable in a role that combines high-level executive support with hands‑on operational follow-up. That is exactly where you make the difference.

Our client

Our client is the Brussels representative office of a renowned international French company. From this office, relations are maintained with key stakeholders in Belgium.

You will join a discreet, professional and internationally oriented working environment where trust, accuracy and representational skills are key.

Our client offers

You will have the opportunity to take on a key role in a small but strategic office where your impact will be felt every day.

You can expect:

• a part-time position of 3 days per week, starting January 2027. This role is open to candidates looking to work either as an employee or as a freelancer.
• a role with a high degree of autonomy and responsibility
• a varied position combining organisational, administrative and relational responsibilities
• close collaboration with the Director and the Paris office
• a stable environment where maturity is highly valued
• a position for someone who genuinely enjoys supporting, anticipating needs and making things easier behind the scenes

As the role is closely linked to the daily functioning of the office, working from home is not possible.