Management Assistant M/V/X

Actiris; Brussel Hoofdstad; Hybride; EUR 28 000 - 42 000; Plein temps

Résumé du poste

Actiris in Brussels is seeking a management assistant to support the daily operations of the association. You will greet visitors, manage meeting rooms, and handle day-to-day office tasks to ensure smooth running in Brussels.

Responsibilities include coordinating travel, invoicing, liaising with suppliers, and updating the website, with reporting to the Senior Officer and Secretary General. The role requires strong communication and organizational skills, and fluency in French and English.

Qualifications

• At least three years of relevant experience in administrative support.
• Secretarial studies is an asset.
• Fluency in French and English; other languages is an asset.
• Excellent communication and organizational skills.

Responsabilités

• Be the first point of contact for callers and visitors.
• Manage meeting rooms and scheduling.
• Provide general admin support for day-to-day Brussels operations.
• Liaise with suppliers and manage office supplies.
• Handle invoices, payments, and basic accounting tasks.
• Coordinate travel, events, and meeting organization.
• Update and manage the organisation’s website.

Connaissances

Fluent in French

Fluent in English

Communication skills

Organizational skills

Computer skills

Multitasking

Deadline-driven

Basic accounting

Formation

Secretarial studies

Outils

MS Office

Database experience

Description du poste

For a client who represents the lifts, escalators and moving walks associations is looking for a management assistant.

Description

• The assistant will be the first point of contact for callers and visitors and will be responsible for the meeting rooms - taking telephone calls, welcoming visitors, and booking meeting venues.
• The successful candidate will also provide general support to the day-to-day running of the office in Brussels and the organization of various meetings and events.
• He/she will report to the Senior Officer and to the Secretary General of the Association.
• Handle incoming calls and coordinate messages as needed.
• Provide assistance and support to the Senior Officer and Secretary General.
• Day-to-day office management: liaise with suppliers, organize incoming mail and postal services, and maintain office/food supplies and other requirements to keep the office running smoothly including office equipment and office space.
• Administrative and financial work: filing invoices, prepare payments.
• Provide administrative support in booking travel, filing, and updating contacts.
• Provide logistical and administrative support in the organization of internal and external meetings and events.
• Provide ad hoc logistical support to international colleagues for organizing meetings in Brussels.
• Update and manage the website.
• Manage orders of office supplies, courier services, catering, cleaning staff etc.
• Liaise with IT service providers, designers, printers, translators, etc.
• Manage membership fees for members.
• Assist in preparing the annual General Assembly.
• Perform other related duties as required.
• Taking minutes during the Committees and Working Groups meetingsEducation / Experience
• At least three years of relevant experience in administrative support.
• Secretarial studies is an asset.

Profil

Skills Required

• Fluency in French and English - other languages is an asset.
• Excellent communication and organizational skills.
• Excellent computer skills (MS Office, experience with databases, etc.).
• Comfortable in multi-tasking, detail-oriented, and working to deadlines.
• Flexible and adaptable approach to work.
• Basic accounting knowledge.Compensation