Management Assistant & Office Manager

Arvesta; Vlaams-Brabant; On-site; EUR 38,000 - 55,000; Full time

Benefits offered by this job

Insurance package

Meal vouchers

Arvesta Academy

Job summary

Arvesta is seeking a skilled Management Assistant & Office Manager to support the CEO and Executive Team while overseeing the head office operations. You will manage calendars, coordinate meetings, prepare materials, and handle travel logistics, acting as the central point of contact for stakeholders.

The role requires a bachelor’s degree or equivalent, fluency in Dutch, French and English, strong organizational skills, and a proactive, discreet approach to confidential information.

Qualifications

• Bachelor's degree or equivalent experience.
• Experience as Management Assistant, Executive Assistant, Office Manager, or similar.
• Fluent in Dutch, French, and English.
• Highly organized with the ability to manage multiple priorities.
• Independent, proactive, accurate, service‑oriented.
• Professional communication with internal and external stakeholders.
• Discreet handling of confidential information; digitally savvy with Microsoft 365.
• Initiative and continuous improvement mindset.

Responsibilities

• Provide executive support to CEO and Executive Management Team.
• Manage complex calendars, meetings, and travel arrangements.
• Prepare meetings, presentations, minutes, and action follow-ups.
• Coordinate internal and external meetings and events.
• Oversee head office operations and facilities management.
• Serve as main point of contact for stakeholders; uphold confidentiality.

Skills

Dutch

French

English

Highly organized

Proactive

Microsoft 365

Stakeholder communication

Education

Bachelor's degree or equivalent

Tools

Microsoft 365

Job description

About the job

Are you an organizational talent who thrives on supporting senior leaders while creating a professional and efficient work environment? Do you enjoy bringing structure, coordinating activities, and ensuring everything runs smoothly behind the scenes? Then you may be the Management Assistant & Office Manager we are looking for.

In this versatile role, you will combine executive support for the CEO and Executive Management Team with the day-to-day management of our head office. You will act as a trusted partner to senior leaders while serving as the central point of contact for everything that contributes to a pleasant, efficient, and professional workplace.

Your Role

Executive Support

• Manage complex calendars and efficiently coordinate meetings, appointments, and events.
• Organize internal and external meetings, workshops, and executive leadership meetings.
• Prepare meetings, create presentations, take meeting minutes, and follow up on action items.
• Coordinate business travel, hotel reservations, and other practical arrangements.
• Act as the first point of contact for internal and external stakeholders.
• Monitor deadlines and provide support on administrative and organizational projects.
• Gather and structure information to ensure leaders are well prepared for decision-making

Office Management

• Ensure the smooth and professional day-to-day operation of the head office.
• Coordinate mail handling and general administrative office processes.
• Serve as the key contact for facility partners and suppliers, including cleaning, catering, maintenance, and other service providers.
• Follow up on facility-related requests and ensure effective solutions are implemented.
• Oversee the overall appearance, cleanliness, and organization of the office environment.
• Coordinate meeting rooms, shared spaces, and office facilities.
• Manage office supply orders and monitor inventory levels.
• Support the organization of internal events.
• Proactively identify and implement improvements that enhance the employee and visitor experience.

Your profile

• You hold a bachelor's degree or have equivalent experience.
• You have previous experience as a Management Assistant, Executive Assistant, Office Manager, or in a similar role.
• You are fluent in Dutch, French and English
• You are highly organized and can effortlessly manage multiple priorities.
• You work proactively, independently, and with a high level of accuracy.
• You are service-oriented and enjoy supporting others.
• You communicate professionally and confidently with a variety of internal and external stakeholders.
• You handle confidential information with discretion and integrity.
• You are digitally savvy and comfortable working with Microsoft 365.
• You take initiative, spot opportunities for improvement, and continuously strive to optimize processes and the workplace environment

What's in it for you

• You are surrounded by a strong team that has all the necessary experience to guide and support you.
• Are you ready for the next step? Together we will look at how you can continue to grow. Arvesta is a large organisation with many opportunities in which you can develop yourself, either within your current position or outside your current position.
• You can enjoy a good salary, with extra benefits such as insurance package, meal vouchers,...
• The Experts in the Field take a central role at Arvesta. Our Arvesta Academy and the feedback cycle will give you control over your career, and we will guide you and help you get the best out of yourself.
• We focus on the physical and mental well-being of our employees using such initiatives as Fit@Arvesta and the Employee Assistance Program, through which employees can receive psychological support.
• Arvesta is a growing, innovative company that contributes to a more sustainable world.