Freelance Assistant | Brussels - Louise/Baillie area

Arcadius bv; Brussel Hoofdstad; Sur place; EUR 22 000 - 40 000; Temps partiel

Résumé du poste

Arcadius bv in Brussels is seeking an experienced Executive Assistant for a long-term, part-time project supporting a senior Director in an international environment. The role blends executive support with light office management in a small team.

You will handle diary management, travel, correspondence, and external relations, with a high degree of discretion, accuracy and representational skills. Working from the Brussels office is required; freelancer status is welcomed, 3 days per week.

Qualifications

• Proven experience as EA or senior management support.
• Excellent command of French and English; basic Dutch.
• Strong written communication and spelling.
• Proficient MS Office skills.
• Discretion, diplomacy and professionalism.

Responsabilités

• Manage the Director’s diary and meetings.
• Remind and monitor the agenda for meetings.
• Handle correspondence and drafting.
• Organise meetings with stakeholders.
• Arrange restaurant and hotel bookings.
• Coordinate travel arrangements.
• Prepare and follow up on admin files.
• File and archive documents.
• Process expense reports per HQ procedures.
• Monitor budgets and invoices.
• Support events and international meetings.
• Maintain external relations when Director is absent.
• Handle reception and calls.
• Oversee office supplies and supplier contacts.
• Foster relations with Paris HQ.

Connaissances

Executive Support

French & English

Dutch basics

MS Office

Discretion

Outils

MS Office

Description du poste

Our client is the Brussels representative office of a renowned international French company. From this office, relations are maintained with key stakeholders in Belgium.You will join a discreet, professional and internationally oriented working environment where trust, accuracy and representational skills are key.

Location: Avenue Louise - Baillie quarter

Experienced Executive Assistant wanted for apart-time and long term projectin Brussels, supporting a senior Director in an international environment. This opportunity offers a varied role combining executive support and office management duties in a small team..

For the Brussels representative office of an international French company, we are looking for an experienced self-employedExecutive Assistantto support the Director on a daily basis.

In this key position, you will bring structure, overview and peace of mind to a role where discretion, diplomacy and accuracy are essential. You will support the Director with an extensive external network and a schedule filled with high-level contacts. You make sure everything runs smoothly, priorities are monitored and arrangements are handled down to the smallest detail.

Your responsibilities include:

• managing and monitoring the Director’s diary, appointments and meetings
• proactively reminding the Director of meetings and keeping a close eye on the agenda
• receiving, forwarding and drafting correspondence
• organising internal and external meetings
• making restaurant and hotel reservations
• arranging travel
• preparing and following up on files and administrative matters
• filing, archiving and managing documents
• handling expense notes and following specific internal procedures with headquarters
• monitoring simple budget-related matters and outstanding invoices
• supporting the preparation and organisation of events and international meetings
• managing external relations in the Director’s absence
• handling limited reception and telephone duties
• taking care of practical office management tasks to ensure the smooth day-to-day running of the office: office supplies and equipment, contacts with suppliers etc.
• building and maintaining a positive working relationship with the Paris HQ

You will have the opportunity to take on a key role in a small but strategic office where your impact will be felt every day.You can expect:

• a long term part-time position of 3 days per week, starting January 2027.This role is open to freelancers.
• a role with a high degree of autonomy and responsibility
• a varied position combining organisational, administrative and relational responsibilities
• close collaboration with the Director and the Paris office
• a stable environment where maturity is highly valued
• a position for someone who genuinely enjoys supporting, anticipating needs and making things easier behind the scenes

As the role is closely linked to the daily functioning of the office,working from home is not possible.

You are a mature, service-minded and highly organised professional who understands exactly what is needed in a support role. You work autonomously, while also knowing how to build smooth relationships with a variety of internal and external stakeholders.

What you bring:

• solid experience as anExecutive Assistantor in a senior management support role
• an excellent command ofFrench and English, with minimum a good understanding of Dutch
• strong written communication skills and excellent spelling
• a good working knowledge of MS Office
• excellent organisational and planning skillsa diplomatic and professional communication style, with a strong sense of discretion
• strong interpersonal skills and the ability to build trust-based relationships
• autonomy, reliability and a strong sense of responsibility
• a hands-on attitude and a practical mindset
• patience, resourcefulness and a positive approach

You feel comfortable in a role that combines high-level executive support with hands-on operational follow-up. That is exactly where you make the difference.

Our client is the Brussels representative office of a renowned international French company. From this office, relations are maintained with key stakeholders in Belgium.You will join a discreet, professional and internationally oriented working environment where trust, accuracy and representational skills are key.

Location: Avenue Louise - Baillie quarter