Personal Assistant & Office Manager

Jobtoolz; Belgique (MO); On-site; EUR 42,000 - 54,000; Full time

Job summary

BOSAQ in Belgium is seeking a Personal Assistant & Office Manager to act as the operational backbone of the company. You will provide confidential executive support and hands-on office administration to keep the business running smoothly.

You will coordinate finances with the finance team, manage calendars, travel, onboarding, events and marketing support, and help build simple processes as the company scales.

Qualifications

• Experience supporting executives and managing office operations.

Responsibilities

• Provide confidential PA support to the CEO, including agenda management, correspondence, meeting preparation and action follow-up.
• Manage day-to-day office administration, office supplies, update company databases, maintain company calendars and schedule appointments.
• Process incoming and outgoing invoices, purchase orders, payment requests and related documentation with Sales, Operations and Finance.
• Support monthly reporting on expenses, office budgets and administrative spend, and follow up with suppliers and internal approvers where needed.
• Coordinate insurance administration across BOSAQ entities, including policy records, renewals, claims support and broker or insurer communication.
• Arrange travel, accommodation, transport and practical logistics for employees.
• Support HR with onboarding administration and practical coordination for new employees and team members.
• Schedule and coordinate in-house and external events, customer or partner meetings, and team moments.
• Support Marketing with ordering and coordination of marketing and promotional materials.
• Improve internal processes and create simple, reliable administrative structures that help the company scale.

Job description

As Personal Assistant & Office Manager, you will be the operational backbone of BOSAQ. You will combine confidential C-level support with hands‑on office management, and finance-support. This role is broad, practical and ideal for someone who enjoys bringing structure and follow‑through to a fast‑moving international company.

Key responsibilities

• Provide confidential PA support to the CEO, including agenda management, correspondence, meeting preparation and action follow‑up.
• Manage day‑to‑day office administration, office supplies, update company databases, maintain company calendars and schedule appointments.
• Process incoming and outgoing invoices, purchase orders, payment requests and related documentation together with Sales, Operations and Finance.
• Support monthly reporting on expenses, office budgets and administrative spend, and follow up with suppliers and internal approvers where needed.
• Coordinate insurance administration across BOSAQ entities, including policy records, renewals, claims support and broker or insurer communication.
• Arrange travel, accommodation, transport and practical logistics for employees.
• Support HR with onboarding administration and practical coordination for new employees and team members.
• Schedule and coordinate in‑house and external events, customer or partner meetings, and team moments.
• Support Marketing with ordering and coordination of marketing and promotional materials.
• Improve internal processes and create simple, reliable administrative structures that help the company scale.

This role will evolve into a full time PA / executive officer in the next 1 – 2 years, in line with the growth of the company