Executive Assistant F/M - BE876367

Morgan Philips Specialist Recruitment; Brussel Hoofdstad; On-site; EUR 60,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Meal vouchers

Leave arrangements

Job summary

Morgan Philips (Hong Kong) is seeking an exceptionally organized executive assistant to support senior leadership across wealth management and family office operations. You will orchestrate calendars, coordinate international travel, and manage sensitive correspondence with discretion and professionalism.

The role emphasizes governance support, board meeting preparation, and cross‑entity collaboration, requiring fluency in French and English, diplomacy, and a proactive problem‑solver mentality.

Qualifications

• Demonstrated experience as an executive assistant, office manager, or similar confidential support role.
• Exceptional organizational skills and ability to manage multiple priorities without compromising quality.
• Fluent in French and professional English; additional Dutch/German is a plus.
• Discretion and ability to maintain absolute confidentiality with sensitive matters.

Responsibilities

• Organize, prioritize, and optimize executive meetings across teams and entities.
• Plan and execute complex travel itineraries across Europe and beyond.
• Draft professional communications in French and English and manage executive correspondence.
• Prepare dossiers for governance matters and support board-related activities.
• Oversee events, invitations, catering, and hospitality for high-level visitors.
• Manage personal and family expenses, vendor payments, and expense reporting.
• Coordinate office logistics, IT equipment, and facilities, ensuring smooth daily operations.
• Plan executive transportation and liaise with drivers and service providers.
• Maintain confidential records and archives for business and personal documentation.
• Respond flexibly to evolving priorities with proactive problem solving.

Skills

Executive support

Calendar management

Travel coordination

Confidentiality

Stakeholder management

French language

English language

C-suite liaison

Tools

CRM platforms

Microsoft Office

Travel management tools

Job description

Be the trusted operations hub for a dynamic private investment portfolio.

Are you an exceptionally organized professional with diplomatic acumen, discretion, and a knack for seamless orchestration? Do you thrive in fast-paced, high-touch environments where your impact shapes how executives lead?

Join a sophisticated private investment office supporting senior leadership across wealth management, corporate governance, and family office operations.

You will be the operational cornerstone for a complex, multi-faceted role—managing executive calendars, coordinating international travel, safeguarding sensitive correspondence, and orchestrating everything from board meetings to personal affairs. This is not administrative work; it's strategic operations at the highest level. You'll navigate competing priorities, interact with internal teams across multiple entities, external advisors, and service providers, all while maintaining confidentiality and flawless execution.

Your ability to anticipate needs, solve problems independently, and build trusted relationships with stakeholders will directly influence business continuity and executive effectiveness.

What You'll Do

• Calendar & Meeting Management: Organize, prioritize, and optimize internal and external meetings, coordinate across diverse teams and group entities, track action items, and ensure seamless executive availability.
• Travel Coordination: Plan and execute complex travel itineraries across Europe and beyond, including air, rail, and accommodation bookings, logistics coordination, and contingency management.
• Stakeholder Communications: Conduct professional correspondence, manage telephone interactions, and draft communications with internal teams and external partners in French and English.
• Investment & Board Support: Prepare dossiers for investment mandates, organize preparatory and ad-hoc meetings, and manage documentation for governance and decision-making.
• Events & Hospitality: Oversee executive dinners, manage invitations, coordinate catering, arrange protocol-appropriate hospitality, and welcome high-level visitors.
• Personal Office Operations: Manage expense tracking (corporate cards, SNCB, transportation), invoice verification, vendor payments, and liaison with financial advisors.
• Personal Affairs Management: Oversee personal and family expenses, coordinate insurance and property matters, schedule medical appointments, manage memberships and professional networks, and handle occasion-based communications (gifts, greeting cards).
• Logistics & Facilities: Coordinate office logistics, equipment management (IT systems, mobile devices), liaise with office management for facilities, and ensure seamless daily operations.
• Driver & Transportation Coordination: Plan and manage executive transportation, coordinate with drivers, and organize logistics for movement.
• Records & Archives: Maintain organized, confidential archival systems for business and personal documentation.
• Ad-hoc Support: Respond flexibly to evolving priorities and emerging needs with proactive solutions.

What You Bring

• Demonstrated experience as an executive assistant, office manager, or in a similar high-touch, confidential support role—preferably within a C-suite, family office, or investment environment.
• Exceptional organizational skills, attention to detail, and ability to manage multiple competing priorities without compromising quality.
• Fluency in French and professional English; additional languages (Dutch, German) a plus.
• Diplomatic discretion and ability to maintain absolute confidentiality with sensitive personal and business matters.
• Proficiency with calendar management systems, CRM platforms, Microsoft Office, and travel/expense management tools.
• Strong interpersonal skills: ability to interact professionally with executives, advisors, external service providers, and team members at all levels.
• Proactive problem-solving mindset and comfort working independently with minimal supervision.
• Willingness to adapt to dynamic, sometimes unpredictable demands and travel requirements as needed.
• Valid driver’s license (bonus).
• Discretion, judgment, and ability to anticipate needs before they are expressed.

What You Can Expect

• A uniquely influential role at the intersection of operations, governance, and executive leadership.
• Competitive compensation reflecting the seniority and sensitivity of the position.
• Flexible working arrangements and understanding of the demands of executive support.
• Professional development opportunities and exposure to high-level business and investment operations.
• A collaborative, respectful culture where your contributions are recognized as indispensable to organizational success.
• The opportunity to work alongside accomplished executives and build lasting professional relationships.
• Comprehensive benefits including health insurance, meal vouchers, and leave arrangements aligned with local practice.
• A stable, internationally respected organization where excellence is valued and discretion is paramount.