Executive Assistant

Arcadius; Vilvoorde; Hybrid; EUR 55,000 - 90,000; Full time

Benefits offered by this job

Fixed contract from day 1

Competitive salary with benefits

38 hours per week or 80% part-time

Leave: 20 days + 4 extra days (FT)

1 day remote per week + €130 remote-aff

Mobile phone subscription

Commuting costs reimbursement

Flexible benefits plan

Varied role with opportunity for成长

Job summary

Arcadius, an international company in Vilvoorde, is looking for an Executive Assistant to support the CEO and the management team. You will manage calendars, arrange European travel, coordinate meetings and documents, and act as a liaison across levels.

You will handle confidential information with discretion, communicate in Dutch, French, and English, and contribute to process improvements with initiative and accuracy.

Qualifications

• 5–10 years of experience as an Executive Assistant or in a senior support role.
• Strong organisational and planning skills; ability to set and protect priorities.
• Independent, proactive, and practical problem-solver.
• Positive, flexible and assertive to align expectations with multiple requests.
• Builds relationships with people at different levels.
• Confidential information handling with care.
• Proficient in Microsoft Office and business apps.
• Communicates professionally in Dutch, French and English (written & spoken).

Responsibilities

• Manage the CEO’s calendar, appointments and administration; safeguard priorities.
• Support Director and management team with calendar and admin tasks.
• Arrange business travel across Europe from start to finish.
• Be a point of contact for internal and external stakeholders; ensure smooth communication.
• Prepare presentations, reports and board materials; handle confidential information.
• Coordinate meetings, corporate hospitality, events and executive visits.
• Follow up on action points and projects across departments (e.g., ESG reporting).
• Coordinate signing of documents and filing.
• Keep the office running smoothly (supplies, mail, external suppliers).

Skills

Organisational skills

Planning skills

Initiative

Flexibility

Assertiveness

Communication with senior leaders

Discretion / confidential information

MS Office

Dutch

French

English

Tools

Microsoft Office

Job description

Do you enjoy organising, thinking ahead and working with a wide range of people? For an international company in Vilvoorde, we are looking for an Executive Assistant who will support the CEO and help the management team work effectively.

Your function

As Executive Assistant, you are a trusted partner to the CEO. You understand their priorities, think ahead and make sure plans and appointments fit together. You also support a Director and the management team. No two days are quite the same, and that variety appeals to you.

• You manage the CEO’s professional and personal calendar, appointments and administration. You safeguard priorities and anticipate what is needed.
• You support a Director with their professional calendar and appointments. The management team can also count on you for organisational and administrative support.
• You arrange business travel across Europe from start to finish, taking care of every practical detail.
• You are a point of contact for internal and external stakeholders and help communication flow smoothly between the CEO, the management team and other contacts.
• You prepare presentations, reports, meeting materials and board documentation. You handle confidential information with the utmost discretion and professionalism.
• You coordinate meetings, corporate hospitality, company events and executive visits.
• You follow up on action points and projects across departments, for example ESG reporting or the introduction of a contract management tool.
• You coordinate the signing of important documents and help draft, process and file them.
• You help keep the office running smoothly, from supplies and mail to office improvements and coordination with external suppliers.

If you spot a way to simplify an administrative process, you will have the opportunity to help improve it.

Your profile

You are an experienced Executive Assistant who enjoys working closely with senior leadership. You stay calm when plans change, communicate clearly and take satisfaction in being someone others can rely on.

• You have approximately 5 to 10 years of experience as an Executive Assistant or in a comparable senior support role.
• You have strong organisational and planning skills, work accurately and know how to set and protect priorities.
• You work independently, take initiative and find practical solutions.
• You are positive and flexible, while being assertive enough to align expectations when several requests come in at once.
• You build good working relationships with people at different levels.
• You handle confidential information with great care.
• You are comfortable using Microsoft Office and other business applications.
• You can communicate professionally in Dutch, French and English, both spoken and written.
• Experience supporting projects or change initiatives is an advantage.

Our client

Our client is an international company with an office in Vilvoorde. It provides specialised services and digital solutions to professional clients in the mobility sector. You will join an environment where collaboration, quality and initiative matter. In this role, you will work closely with senior leadership and have the opportunity to help shape how the management team is supported.

Our client offers

• Fix contract from day 1.
• A competitive monthly salary, complemented by attractive benefits.
• A full-time position of 38 hours per week, or a part-time position from 80%. For a part-time schedule, Wednesday afternoon and/or Friday can be taken off.
• 20 statutory days of leave and 4 additional days of leave on a full-time basis.
• One day of remote work per week and a net remote-work allowance of €130 per month.
• A mobile phone subscription and reimbursement of commuting costs in line with Joint Committee 200.
• A flexible benefits plan allowing you to use your thirteenth-month pay for options such as extra leave, a leased bicycle or multimedia.
• A varied role with responsibility, room for initiative and opportunities for professional development.

Can you see yourself in this role? We would be pleased to meet you.