Management Assistant & Office Manager (Leuven, BE, 3001)

Quintall; Vlaams-Brabant; Sur place; EUR 42 000 - 56 000; Plein temps

Avantages offerts par ce poste

Insurance package

Meal vouchers

Arvesta Academy and career development

Well-being programs

Résumé du poste

Arvesta is seeking a Management Assistant & Office Manager to support the CEO and Executive Management Team while running the head office efficiently.

You will manage calendars, meetings, travel, and communications, acting as a trusted partner to senior leaders. The role combines executive support with day-to-day office operations and continuous improvements to the workplace. A strong, service‑oriented, discreet, and digitally savvy professional is essential.

Qualifications

• Bachelor's degree or equivalent experience.
• Previous experience as Management Assistant, Executive Assistant, Office Manager, or similar role.
• Highly organized with ability to manage multiple priorities.
• Proactive, independent work style with high accuracy.

Responsabilités

• Manage complex calendars, coordinate meetings and events.
• Organize internal and external meetings, workshops, and leadership gatherings.
• Prepare meetings, create presentations, take minutes, follow up on actions.
• Coordinate business travel, hotel reservations, and other arrangements.
• Act as first point of contact for stakeholders; support admin projects.
• Oversee head office operations, facility relationships and office services.
• Identify improvements to enhance employee and visitor experience.

Connaissances

Organizational skills

Executive support

Stakeholder communication

Microsoft 365

Confidentiality

Proactive

Formation

Bachelor's degree or equivalent experience

Outils

Microsoft 365

Description du poste

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 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.