Part-Time Office Manager & Executive Assistant (50-60%) M/V/X

Beschrijving van de functie

Our client is a fast-growing, mission-driven company based in Brussels.

Office Management

• Ensure smooth daily office operations: supplies, IT coordination, food & beverages, subscriptions, and handling of mail & courier services.
• Manage shipments and logistics for small projects; support larger production scheduling and documentation in collaboration with the Production Manager.
• Organise bi-weekly and monthly team meetings, prepare agendas, and follow up on action points.
• Coordinate travel and accommodation for team members, optimising for cost and efficiency.
• Act as the first point of contact for general external enquiries.

Executive Support to CEO & Leadership TeamCalendar & Prioritisation

• Proactively manage the CEO's agenda, safeguard focus time, and ensure alignment with strategic priorities.
• Coordinate travel arrangements and act as a trusted gatekeeper.

Board & Investor Support

• Prepare board materials and investor documentation.
• Support agenda-setting, logistics, and pre-read coordination to allow the CEO to focus on strategic discussions.

Communication & Documentation

• Draft professional correspondence, prepare presentations, and structure briefing notes for key meetings with investors, partners, and regulators.
• Track follow-up actions to ensure seamless execution.

Cross-Functional Support

• Assist the CFO with invoice preparation, payment workflows, grant/subsidy documentation, and formatting of financial materials.
• Support the CTO/COO with procurement processes, supplier documentation, technical meeting scheduling, and project reporting.

Wellbeing & Efficiency

• Help protect the CEO's time, energy, and wellbeing by structuring schedules that allow space for deep work, health routines, and recovery.

Jouw profiel

• A discreet, trustworthy, and reliable team player.
• Experienced in fast-paced environments with the ability to manage multiple priorities calmly and efficiently.
• Excellent organisational, calendar, and travel management skills.
• Strong written and verbal communication abilities; capable of producing polished professional materials.
• Fluent in English, Dutch, and French (additional languages such as German or Spanish are a plus).
• Proactive, empathetic, and solution-driven, you anticipate needs before they arise.
• minimum 3 years' experiences as an Executive Assistant, Office Manager, or similar role.

Voordelen van de betrekking

• An attractive compensation package with flexible working hours and extra-legal benefits.
• A central and meaningful role directly contributing to the efficiency of the leadership team.
• A dynamic, international, and purpose-driven team environment.
• An inclusive workplace that values diverse backgrounds, perspectives, and experiences.