Personal Assistant to prominent entrepreneur

Our client is a financial holding located in Brussels (easy access with public transport). They are currently recruiting a Personal Assistant who will be working for the managing director of this holding, a prominent entrepreneur who is also the founder and member of the board of several Belgian, French and international companies.

Purpose of the role

Assisting this entrepreneur/business executive on a daily basis in his private and professional activities; handling administrative tasks for the different companies he owns and has mandates in; coordinating business & private travel; agenda & meeting management; liaising with various internal & external stakeholders. There is a large part of very confidential private matters to take care of in this role.

Job description

·   Agenda and meeting management: scheduling professional (board meetings, …) and private appointments (doctors/medical, banks, lawyers, lunches, dinners, events, …), preparing the necessary documents for these meetings, doing the necessary follow-up afterwards

·   Making complex, international travel arrangements (combination of business travel and private travel): organising flights/transits/VISAs, booking trains, ordering taxis, booking hotels, organising all related logistics & creating detailed itineraries. 

·   Making sure ID cards, VISAs and international passports are always valid (for boss + spouse)

·   Handling a wide range of administrative tasks for the different companies the business executive owns and the ones he has mandates in

·   Screening incoming mail and emails, forwarding emails to the appropriate person, answering some of them, following up on pending issues

·   Checking incoming invoices, preparing intercompany invoices

·   Collecting all relevant (financial) documents, invoices, expense notes, … for (personal) tax declaration purposes

·   Coordinating all logistics for the different private residences of the executive and his family (in Belgium and abroad): handling the insurances,  overseeing maintenance, repairs & renovations, liaising and negotiating with contractors & all sorts of service companies (asking for price quotes, negotiating fees, verifying terms & conditions/contracts, invoices), etc.

·   Acting as a first point of contact for the banks: preparing & updating forms and documents, sending them signed copies back, following up on due/expiration dates, …

·   Liaising with social secretariat, checking calculations and salary slips sent by social secretariat (e.g. for household personnel) 

·   Some office management related duties for the Brussels office

·   Scanning, filing and archiving relevant documents

·   Liaising with various internal & external parties (colleagues in Brussels and in other offices abroad, board members, banks, social secretariat, accountants, law firms, members of the family, business associates, …)

Profile

·   The ideal candidate holds a relevant bachelor or master degree (Office Management, Languages, Communication, Management, Law, etc.)

·   You are fluent in French and English (both spoken and written), some knowledge of Dutch could also be an asset

·   Previous relevant experience of  minimum 5 years assisting 1 or several top business executives, ideally in a role which also included the management of some aspects of the private life of these executives

·   Good IT skills (Word, Excel, Outlook, …), strong administrative skills and figure-mindedness

·   Corporate presentation, courteous, dedicated with a positive attitude

·   Genuinely service and quality minded and desire to be helpful and to offer a top-of the-range service

·   Ability to interact at all levels, diplomatic skills, an extreme discretion is paramount

·   Strong organisational skills, ability to prioritise

·   Some resourcefulness and creativity, proactive attitude

·   This is a small structure, therefore, a flexible mindset and a willingness to adjust are also important aptitudes

Offer

·   A permanent and full-time contract

·   Starting date: A.S.A.P.

·   Competitive salary package (including a company car)

·   Location: the offices are located in central Brussels and are therefore easily accessible by public transport. There are also parking possibilities.

·   Working hours: most of the time regular office hours (Monday-Friday) with homeworking possibilities. In view of the frequent travels of the business executive and the management of numerous private matters, this role asks for some availability/flexibility outside normal office hours.

·   The opportunity to be part of a small, friendly team and to work in a very high-level environment!