Executive Assistant to CEO - NGO

Jobat; Brussel; On-site; EUR 45,000 - 65,000; Full time

Job summary

Jobat in Brussels seeks a proactive Executive Assistant to the Chief Executive Officer, responsible for diary and inbox management, travel arrangements and day-to-day priorities. The role requires coordinating complex schedules, drafting routine correspondence, preparing briefing notes, and ensuring follow-up on actions while liaising discreetly with internal and external stakeholders.

You will also support annual planning cycles and organise board and senior leadership meetings.

Responsibilities

• Manage the CEO's diary and inbox, travel arrangements and day-to-day priorities.
• Coordinate complex schedules and proactively resolve conflicting demands.
• Draft routine correspondence and manage incoming communications.
• Prepare briefing notes and background information for external meetings.
• Ensure follow-up on commitments and actions, and organise meetings.
• Take accurate minutes and document decisions and action points.

Skills

Diary management

Stakeholder coordination

Minutes taking

Travel coordination

Job description

Our client is a respected non-profit organisation committed to creating a positive impact within society. Operating in a collaborative and mission-driven environment, the organisation works with a diverse range of stakeholders and values professionalism, integrity, and teamwork in everything it does.

Jobomschrijving

• Manage the CEO's diary, inbox, travel arrangements and day-to-day priorities.
• Coordinate complex schedules and proactively resolve conflicting demands.
• Draft routine correspondence and manage incoming communications.
• Prepare briefing notes, meeting objectives and background information for external meetings.
• Ensure effective follow-up on commitments and agreed actions.
• Organise Senior Leadership Team and Board meetings, including agendas, papers and logistics.
• Take accurate minutes and clearly document decisions and action points.
• Maintain and monitor action logs, ensuring deadlines and commitments are met.
• Support the coordination of annual and quarterly planning cycles.
• Act as a key point of contact when the CEO is unavailable.
• Liaise with internal and external stakeholders in a professional and discreet manner.
• Coordinate expenses, filing, record keeping and ad hoc administrative projects.
• Support occasional events and organisational initiatives as required.