Executive Assistant

Thema Foundries; Oost-Vlaanderen; Sur place; EUR 45 000 - 65 000; Plein temps

Avantages offerts par ce poste

Competitive salary

Leadership exposure

International environment

English-speaking workplace

Résumé du poste

Thema Foundries is seeking an Executive Assistant to support the CEO and leadership team in a fast-paced, international technology environment. You will manage complex calendars, coordinate meetings and travel, and prepare high-quality documentation to ensure clear communication across stakeholders.

The role requires discretion, proactivity, and strong organizational skills, with fluency in English and a willingness to work in a dynamic, English-speaking leadership setting.

Qualifications

• Professional qualification or bachelor’s degree in Business Administration, Office Management, Communications, or related field, or equivalent relevant experience.
• Several years of experience as an Executive Assistant, Personal Assistant, Management Assistant, or comparable coordination role.
• Excellent organizational and time-management skills with ability to manage competing priorities and deadlines.
• Strong written and verbal communication skills with excellent attention to detail.
• Proficiency in Microsoft Office, Outlook, Word, Excel, PowerPoint; experience with collaboration and project management tools is an advantage.
• Ability to handle confidential and sensitive information with integrity and discretion.
• Proactive, flexible, and service-oriented with the ability to work independently and take initiative.
• Strong interpersonal skills and ability to collaborate with colleagues at all levels.
• Fluent in English; knowledge of Dutch or French is an advantage.

Responsabilités

• Manage complex calendars, appointments, and schedules, prioritizing meetings and commitments effectively.
• Organize and coordinate internal and external meetings, including preparing agendas, presentations, and supporting materials.
• Arrange business travel, accommodation, and itineraries, ensuring efficient and well-organized planning.
• Prepare, format, and proofread reports, presentations, correspondence, and other confidential documents.
• Record and follow up on meeting actions, decisions, and deadlines to ensure timely execution.
• Act as a professional point of contact for internal teams, customers, suppliers, and other stakeholders.
• Support the planning and coordination of executive visits, company events, and leadership activities.
• Handle confidential information with a high level of discretion and professionalism.
• Support administrative processes and continuously improve ways of working within the executive office.

Connaissances

Calendar management

Travel coordination

Documentation

Communication

Discretion

MS Office

English fluency

Formation

Bachelor's degree or equivalent experience

Outils

MS Office

Collaboration tools

Description du poste

As an Executive Assistant, you provide high-level administrative and organizational support to the CEO and broader leadership team, helping them work efficiently and effectively in a fast-paced, international technology environment. Your focus is on managing complex schedules, coordinating meetings and travel, preparing high-quality documentation, and ensuring clear communication with internal and external stakeholders. Through strong organization, discretion, and proactive follow-up, you contribute to the smooth operation of the leadership team and the wider organization.

Your Responsibilities

• Manage complex calendars, appointments, and schedules, prioritizing meetings and commitments effectively.
• Organize and coordinate internal and external meetings, including preparing agendas, presentations, and supporting materials.
• Arrange business travel, accommodation, and itineraries, ensuring efficient and well-organized planning.
• Prepare, format, and proofread reports, presentations, correspondence, and other confidential documents.
• Record and follow up on meeting actions, decisions, and deadlines to ensure timely execution.
• Act as a professional point of contact for internal teams, customers, suppliers, and other stakeholders.
• Support the planning and coordination of executive visits, company events, and leadership activities.
• Handle confidential information with a high level of discretion and professionalism.
• Support administrative processes and continuously improve ways of working within the executive office.

Qualifications And Experience

• Professional qualification or bachelor’s degree in Business Administration, Office Management, Communications, or a related field, or equivalent relevant experience.
• Several years of experience as an Executive Assistant, Personal Assistant, Management Assistant, or in a comparable coordination role.
• Excellent organizational and time-management skills, with the ability to manage competing priorities and strict deadlines.
• Strong written and verbal communication skills, with excellent attention to detail.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint; experience with collaboration and project management tools is an advantage.
• Ability to handle confidential and sensitive information with integrity and discretion.
• Proactive, flexible, and service-oriented, with the ability to work independently and take initiative.
• Strong interpersonal skills and the ability to collaborate effectively with colleagues at all levels of the organization.
• Fluent in English; knowledge of Dutch or French is considered an advantage.

What We Offer

• Competitive salary package aligned with Belgian industry standards.
• Opportunity to support the leadership team of a growing high-tech organization.
• A dynamic and international working environment with strong growth potential.
• Collaborative workplace culture with English as the primary language.