Management Assistant - Tech

ING Belgium NV/SA; Brussel; Sur place; EUR 45 000 - 60 000; Plein temps

Résumé du poste

ING Belgium NV/SA seeks a Management Assistant to support IT Leadership and IT Area Leadership by managing calendars, coordinating meetings, organizing travel, and handling administrative tasks with accuracy and discretion. The role requires strong organizational skills, fluency in Dutch and English, and a proactive, customer-focused mindset.

In this position you will collaborate with ITL, ITAL, and other stakeholders to ensure smooth operations, plan meetings and events, and maintain up-to-date

Qualifications

• At least 3 to 6 years of relevant experience in management, personal, or executive support.
• Experience with calendar, meeting, travel, and event management.
• Excellent organizational skills and strong attention to detail.
• Fluent in Dutch and English; knowledge of French is a plus.
• Professional, flexible, and customer-oriented mindset.
• Able to work independently, while knowing when alignment or escalation is needed.

Responsabilités

• Proactively manage calendars for IT Leadership and IT Area Leadership, coordinating meetings and events.
• Provide general administrative support: book rooms, catering, expense claims, visitor registration, and distribution lists.
• Support internal communication and onboarding of meetings, agendas, and MT materials.
• Coordinate travel arrangements and related documentation, ensuring travel policy compliance.
• Organize and support events, townhalls, offsites, and engagement activities with stakeholders.

Connaissances

Organizational ability

Communication

Collaboration

Proactivity

Discretion and reliability

Results orientation

Resilience

Outils

Microsoft 365

Outlook

Teams

Word

Excel

PowerPoint

Expense management systems

Description du poste

Purpose of the role

The Management Assistant supports the IT Leadership (ITL) and IT Area Leadership (ITAL) teams in organizing their daily operations efficiently. The role ensures professional, smooth, and well-coordinated support in calendar and meeting management, events, administrative processes, communication, and travel organization. By proactively anticipating needs and priorities, the Management Assistant helps leaders focus as much as possible on their strategic and operational responsibilities.

Key responsibilities

1. Calendar management

Responsible for proactive and efficient management of the calendars of ITL and ITAL. Manage and optimize complex calendars of ITL and ITAL members. Efficiently schedule, reschedule, and coordinate meetings, where needed in consultation with other management assistants. Ensure calendars are always up to date and avoid double bookings. Identify and discuss planning risks, priority conflicts, and capacity issues in a timely manner. Organize and schedule Sharing Sessions, Technology Trends sessions, Ask Me Anything sessions, Listening Sessions, Monthly Drinks, leadership meetings, and strategic workshops.

2. General support

Support ITL and ITAL in daily operational and administrative activities. Book meeting rooms and workspaces. Organize catering, lunches, and dinners. Reserve restaurants for internal and external meetings. Submit and follow up on expense claims and expense reports. Process administrative requests and ad hoc requests. Register and guide visitors. Reserve parking spaces for visitors and employees. Place and follow up on orders via SpotBuy. Manage and update distribution lists, mailboxes, and relevant administrative data.

3. Communication and stakeholder support

Support internal communication and collaboration within Tech BE. Work closely and align with Business Managers and the Communication Team. Support the preparation of Management Team meetings. Help prepare and distribute MT agendas, for example for MT C&D. Maintain and update management information. Update organizational and reporting structures monthly for publication on the intranet, including organograms for DP and C&D. Act as a point of contact for practical and organizational questions from ITL, ITAL, and their teams.

4. Travel management

Coordinate professional and cost-efficient business travel for ITL and ITAL. Organize and book international and domestic travel. Reserve transport, accommodation, and required facilities. Support travel documentation and administrative follow-up. Monitor compliance with internal travel guidelines and budgets.

5. Events and engagement

Organize activities that support collaboration, communication, and engagement. Organize Townhalls for IT Leadership. Coordinate offsites, workshops, and leadership events. Support internal networking and engagement activities. Coordinate practical organization, logistics, communication, and follow-up. Align with suppliers, facility services, and internal stakeholders.

Behavioral competencies

• Organizational ability: Strong in planning, prioritizing, and follow-up. Able to manage multiple topics simultaneously and maintain oversight in a dynamic environment.
• Communication: Communicates clearly, professionally, and audience-oriented, both in writing and verbally. Comfortable interacting with senior management.
• Collaboration: Builds strong working relationships with management assistants, business managers, communication colleagues, and other stakeholders.
• Proactivity: Anticipates needs, bottlenecks, and risks. Flags issues in a timely manner and proposes practical solutions.
• Discretion and reliability: Handles sensitive information carefully and confidentially. Works accurately, with integrity, and consistently.
• Results orientation: Ensures timely delivery and high-quality support. Takes ownership of assigned tasks and follows actions through to closure.
• Resilience: Continues to operate effectively when priorities change, calendars are busy, and ad hoc requests arise.

Technical competencies

• Fully proficient in Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint.
• Strong in planning, organization, and follow-up of activities.
• Able to correctly apply internal policies and procedures.
• Comfortable with administrative systems for expense management, travel, orders, and facility support.
• Able to prepare, structure, and follow up on complex documents or practical overviews.

Profile

• At least 3 to 6 years of relevant experience in management, personal, or executive support.
• Experience with calendar, meeting, travel, and event management.
• Excellent organizational skills and strong attention to detail.
• Fluent in Dutch and English; knowledge of French is a plus.
• Professional, flexible, and customer-oriented mindset.
• Able to work independently, while knowing when alignment or escalation is needed.

Contribution to the organization

This role directly supports the IT Leadership community and contributes to the efficient functioning of the Tech organization through administrative excellence, operational support, and a professional stakeholder experience. The Management Assistant helps make priorities visible, facilitate collaboration, and give leaders time and focus for strategic and operational decision-making.

We’re a global bank with a strong European base, and our more than 60,000 colleagues serve around 38 million customers and corporate clients in over 40 countries. Joining ING means working with friendly and collaborative people towards making a positive impact on people and planet. We believe in empowering the people around us and our customers to stay a step ahead. Working here means having the autonomy to drive progress, helping to create superior customer value and contributing to our ambition of putting sustainability at the heart of everything we do. Here, we’re more than just a workplace – we’re a community of innovators, problem-solvers, and forward-thinkers, dedicated to making a real impact. Whether you’re just starting your career or seeking the next big challenge, we have opportunities that will inspire and push you to grow.

Your future at ING starts with one application.