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The Executive Assistant is primarily responsible for providing organizational and administrative support to the CEO. Working closely with the CEO, the role coordinates calendars, organizes strategic meetings, and ensures the smooth running of the day-to-day activities. This is a hands-on, high-ownership role for someone structured, proactive, and reliable, able to manage multiple priorities with discretion and deliver operational excellence in a dynamic and demanding environment.
Type of contract: 3/5th (daily presence) – Based in Brussels
KEY RESPONSIBILITIES
Calendar & meeting management
• Proactive management and optimization of the CEO’s agenda.
• Planning and coordination of Board, Leadership Team, and strategic meetings.
• Managing meeting logistics (room booking, video calls, document preparation).
• Preparing agendas with stakeholders and sending reminders.
• Preparing files, presentations, and documents for meetings.
• Drafting and distributing minutes, and ensuring follow up on action items.
Communication management
• Screening and prioritizing the CEO’s emails.
• Managing the direct phone line of the CEO: call filtering and message handling.
• Acting as liaison with internal and external contacts.
Administrative, organizational & accounting support
• Organizing business travels (transport, accommodation, restaurants, logistics).
• Providing administrative support (invoice follow up, coordination with the accountant, document filing and tracking).
• Organizing and maintaining administrative records.
