Job opening - executive assistant (6 months) in Machelen | Randstad

summary

machelen, vlaams-brabant
temporary
full-time

job category
administrative & support services

job details

Are you a highly organized professional who thrives in a fast-paced, international environment? We are looking for a proactive Executive Assistant to support two department managers for a period of six months.

...

In this versatile position, you will act as the "right hand" to the managers and the central point of contact for the department. You will balance executive support with office management, ensuring that deadlines are met and the team remains aligned.

Proactively schedule meetings, appointments, and manage the managers complex diaries.
End-to-one coordination of business trips via Amex Travel (flights, accommodation, and door-to-door transportation) and preparing detailed itineraries.
Attend team meetings, take concise minutes, and ensure follow-up on action points.
Manage distribution lists (e.g., GAP Brussels) and ensure all relevant parties are kept informed.
Oversee the office environment, including receiving goods and coordinating tasks with the cleaning staff.
Follow up on department and office budgets to ensure financial alignment.

show more

Are you a highly organized professional who thrives in a fast-paced, international environment? We are looking for a proactive Executive Assistant to support two department managers for a period of six months.

In this versatile position, you will act as the "right hand" to the managers and the central point of contact for the department. You will balance executive support with office management, ensuring that deadlines are met and the team remains aligned.

Proactively schedule meetings, appointments, and manage the managers complex diaries.
End-to-one coordination of business trips via Amex Travel (flights, accommodation, and door-to-door transportation) and preparing detailed itineraries.
Attend team meetings, take concise minutes, and ensure follow-up on action points.
Manage distribution lists (e.g., GAP Brussels) and ensure all relevant parties are kept informed.
Oversee the office environment, including receiving goods and coordinating tasks with the cleaning staff.
Follow up on department and office budgets to ensure financial alignment.

key responsibilities
- Full calendar management, scheduling appointments, and managing the Manager’s expenses.
- Booking end-to-end business travel (flights, hotels, transport) via Amex Travel and preparing itineraries.
- Acting as the first point of contact for stakeholders, partners, and suppliers; managing distribution lists.
- Organizing team meetings, preparing agendas, and taking minutes/follow-up actions.
- Monitoring office and department budgets and ensuring timely financial follow-up.
- Overseeing daily operations, including receiving goods and coordinating with facility services (cleaning).
skills
- Executive Assistance
qualifications
- Proven experience in a similar role (Assistant, Office Manager, or Secretary) within an international context.
- A master of prioritization who can keep track of multiple deadlines without losing sight of the details.
- Excellent verbal and written communication skills. You are professional, diplomatic, and comfortable dealing with high-level stakeholders.
- Proficient in MS Office (Outlook, Word, Excel) and preferably experienced with travel booking tools (e.g., Amex Travel).
- Fluency in English is essential; knowledge of Dutch or French is a strong asset given the Brussels location.
- A "can-do" attitude, discreet with sensitive information, and able to work independently.

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