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Ergon Recruitment Brussels

Executive Assistant - Office Manager

Ergon Recruitment Brussels | Brussels | Permanent, Part-time

Published on 12 days ago

For one of our clients, an international financial company, we are currently looking for an Executive Assistant - Office Manager  

Executive Assistant - Office Manager

Job description

The Executive Assistant - Office Manager will be in charge of a variety of tasks related to the day-to-day office organisation and facility management. He/She will report directly to the Managing Director. 

Your Responsibilities

As Executive Assistant - Office Manager you will be responsible for a wide range of activities including, but not limited to:  

Office Management

  • Open and sort all incoming mail and distribute them to the recipients
  • Prepare the meeting rooms in order to welcome the visitors/customers in the best possible way 
  • Plan to clear/to tidy up the meeting rooms in order to welcome the next customers
  • Welcome warmly, politely and in a professional way the visitors and the customers, install them in the reserved meeting rooms, serve them drinks and inform as quickly as possible the persons concerned
  • Answer telephone calls, enquiries and requests and handle them clearly and appropriately
  • Hold up to date the reserves of office supplies, manage the stock, place the orders and hold them in good order as well as the concerned files. Verify the accurateness of delivery slips and supplier invoices
  • Ensure appropriate follow-up of client sent to the Belgium's general mailbox
  • Provide relevant administrative support to the team
  • Support management of internal databases and systems 
  • Organizing and booking trips & meetings 
  • Executing minor facility management related activities
  • Contact person for 3rd parties concerning all facility related repairs/maintenance
  • Proactively assist the Management members in any projects and/or research as requested
  • Marketing
  • Organization of internal and external events
  • Development and follow-up of various marketing materials and projects
  • Supporting the development & execution of internal and external communications 
  • Involvement in the Corporate Social Responsibility activities within the office


We are looking for a candidate who:

  • Has 3+ years of experience in a similar role related to Office Management or Management Assistance 
  • Possesses a talent in organizing and prioritizing
  • Is pro-active, able to work independently and to take responsibility 
  • Can be flexible and pragmatic 
  • Has good knowledge of MS Office 
  • Has excellent communication skills
  • Is fluent in English, both verbal and written; Dutch and or French are considered an asset
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    16 days left to apply



    • Professional bachelor (Higher Education Short Type)
    • Limited experience (< 2 years)
    • English


    • Permanent
    • Part-time
    • Group insurance
    • Meal vouchers
    • Individual hospital insurance
    • Family hospital insurance

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