Office Administrative Assistant

Arcadius; Brussel Hoofdstad; Sur place; EUR 32 000 - 42 000; Plein temps

Avantages offerts par ce poste

Holiday pay

End-of-year bonus

Eco vouchers

iPhone and mobile plan

20 leave days (statutory)

12 RTT days

Health insurance

Group insurance

14th month bonus

Prevention Advisor training funded

Résumé du poste

Arcadius, based in the north of Brussels, seeks a Culture, People & Office Assistant to provide HR support, onboarding coordination and reception/facilities duties in a busy, people-focused environment.

You will publish vacancies, coordinate interviews, manage onboarding/offboarding, and handle HR admin tasks. A portion of time covers fleet and events, with funded Prevention Advisor training if needed.

Qualifications

• Strong administrative and organisational skills.
• Ability to handle confidential HR information.
• Professional communication with employees and external partners.
• Self-driven with ability to manage priorities.

Responsabilités

• Support Culture & People team with administrative tasks to create a welcoming employee experience.
• Coordinate HR processes including recruitment, onboarding and offboarding.
• Publish and manage vacancies in HERO and coordinate interviews.
• Handle fleet administration, reception, facilities and internal events.
• Assist with internal communications about joining or leaving staff.
• Perform HR administrative tasks: PO requests, DKV enrolments, Pluxee cards, HR reports.
• Support the prevention advisor responsibilities and training when needed.

Description du poste

For a leading company in the pharmaceutical sector, based in the north of Brussels, we are looking for a Culture, People & Office Assistant. In this varied role, you combine broad HR support with a limited number of responsibilities relating to reception, facilities and workplace prevention.

Your role

You support the Culture & People team with a wide range of administrative and organisational tasks, helping to create a professional and welcoming employee experience. Your role is primarily focused on HR support and coordination, complemented by responsibilities relating to fleet administration, reception, facilities and internal events.

Within recruitment, you publish and manage job vacancies in HERO, keep job descriptions up to date and coordinate job interviews. You contact candidates by telephone, send the necessary confirmation emails and create files for new employees.

You also play an important role in onboarding and offboarding. You prepare onboarding programmes and coordinate their practical implementation, ensuring that workstations, lockers and welcome packs are ready for new employees. You coordinate starters and leavers with the IT department and prepare internal communications about colleagues joining or leaving the organisation.

You are also responsible for a variety of HR administrative tasks, including:

• requesting and following up on Purchase Orders;
• processing and following up on DKV enrolments and cancellations;
• managing Pluxee cards;
• providing standard HR communications regarding pregnancy;
• preparing the monthly insurance reports;
• ordering flowers for important occasions;
• preparing general HR reports and providing administrative support.

Within fleet management, you provide administrative support for the company’s vehicle fleet. You schedule vehicle inspections and manage the related administration in Eevee.

You also take on a limited number of reception duties, ensuring a professional and welcoming reception whenever required. You support the practical coordination of facility-related matters and assist with the administrative and organisational preparation of internal events.

Approximately 10% of your role will be dedicated to your responsibilities as a Prevention Advisor. You participate in meetings of the Committee for Prevention and Protection at Work, advise and raise awareness among the employer and employees on workplace well-being and safety, and manage occupational accident reports. You also contribute to the preparation of the annual action plan and annual report. If you have not yet completed the required Prevention Advisor training, your employer will provide and fully fund it.

Your profile

• You have strong administrative and organisational skills and work accurately.
• You communicate smoothly and professionally with employees, candidates, managers and external partners.
• You are service-minded and want people to feel welcome and well supported.
• You handle personal and confidential HR information with discretion and care.
• You take responsibility and consistently follow up on agreements and deadlines.
• You maintain a clear overview of your work and manage priorities independently.
• You switch easily between different tasks and stakeholders.
• You enjoy working in a supportive HR role with frequent internal contact.
• You are willing to complete the Prevention Advisor training if you do not already hold the qualification.

Our client

Our client is a leading Belgian company operating in the pharmaceutical sector and based in the north of Brussels. You will join a professional and dynamic working environment where collaboration, initiative and strong internal service are key priorities.

Within this people-focused organisation, you will have the opportunity to take ownership, further develop your HR skills and make a tangible contribution to employee well-being and the smooth day-to-day running of the company.

The company’s name will be disclosed at a later stage of the recruitment process.

Our client offers

• A full-time position
• Holiday pay, an end-of-year bonus and eco vouchers
• An iPhone with a mobile subscription
• 20 statutory leave days and 12 additional working-time reduction days, based on a 40-hour working week
• Hospitalisation and outpatient care insurance
• Group insurance, with no personal contribution
• An individual bonus of €1,000 per year
• A collective bonus in the form of a 14th month
• Fully funded Prevention Advisor training