Executive Assistant | Calendar, Travel & Budget Ops

UNIQUE; Sint-Joost-ten-Node; On-site; EUR 38,000 - 60,000; Full time

Job summary

UNIQUE in Brussels is seeking an experienced executive assistant to ensure the smooth daily operation of the Brussels office. You will support the team in achieving objectives, manage the manager's calendar, organize meetings, seminars, and events, and prepare agenda and minutes.

You will optimize the manager's travel, prepare documents and reports, monitor emails, and oversee budget-related tasks while maintaining a professional image and alignment with Group values.

Responsibilities

• Ensure the efficient daily operation of the Brussels office and support the team in achieving objectives.
• Manage the team's annual calendar, integrating all Group and Entity deadlines.
• Organize internal and external meetings, seminars, and events, handling logistics, participant coordination, and agenda preparation.
• Prepare accurate presentations, draft meeting minutes, and ensure follow-up on agreed actions.
• Optimize the manager's schedule, including professional trips, document preparation, reporting, and budget oversight.
• Monitor and prioritize the manager's emails, addressing urgent matters and responding when needed.
• Consolidate and analyze information to ensure smooth internal and external operations.
• Respond promptly to requests, ensuring alignment with Group values and maintaining a positive image.
• Collect necessary information for the manager's activities and address specific issues as required.
• Manage purchases, validate expenses, and oversee budget monitoring when delegated.
• Facilitate communication within the assistants' network, organizing regular meetings and ensuring smooth collaboration.
• Provide hierarchical or functional management of assistants as needed.

Job description

UNIQUE in Brussels is seeking an experienced executive assistant to ensure the smooth daily operation of the Brussels office. You will support the team in achieving objectives, manage the manager's calendar, organize meetings, seminars, and events, and prepare agenda and minutes.

You will optimize the manager's travel, prepare documents and reports, monitor emails, and oversee budget-related tasks while maintaining a professional image and alignment with Group values.