Executive Assitant

Contenido de trabajo

To strengthen our different divisions at HQ Gent, we are currently looking to fill the following position :

Executive Assistant

1. Your role as a executive assistant Chief Human Resources, Sustainability, EHS , Communication and other executives (40%)

• Agenda management (in a proactive way; foresee backtimings and possible conflicts)
• Travel arrangement
• Ensure timely processing of PO’s and invoices (including Group HR: comp & ben, sustainability, communications, …)
• Assistance in recruitment leadership profiles (arrange interviews, follow-up on invoices, introduction programs, ...)
• Proactive support and organisation: prepare & coordinate reportings and presentations for Exco, Board, C&N Cee, leadership mtgs, management conference, Forum, HR meetings, ...
• Organise yearly medical check-ups executives, senior managers
• Organisation of company wide gifts: coordinate entire process: selection supplier, reporting, communication to associates, ...
• Organise monthly Staff lunches
• Ad hoc reporting in SuccessFactors
• Back-up executive assistant CEO & chairman of the Board

In addition, you will also cope a part of the

2. HR Project Mngt (10%)

Organisation of:

• Leadership conferences
• Webinars for big groups (eg mgt group, specific communications, ...)
• Forum: coordination, logistical organisation, minutes, translations, …
• International HR meetings
• Personnel party Ghent
• New year party Ghent
• Negotiate yearly hotel contracts Ghent neighborhood

3. Provide personal administrative and organizational assistance to one or more directors and support the execution of business processes under these directors. (50%)

Result Areas

* Support general administrative and organizational assignments in an efficient manner :

• Answering incoming telephone calls, deciding on transfers, referrals, providing information yourself
• Follow up e-mail, personal address file
• Scheduling meetings and individual calls
• Reserving hotels, airline tickets
• Contact point for all kinds of questions from employees
• taking care of personal administration such as expense notes, answering personal letters

* Preparing and following up meetings, providing all information on time:

• Setting the agenda, notifying participants
• Collecting the necessary documentation to prepare for meetings on the basis of fixed agreements or specific requests from the manager
• Preparing and formatting Power Point presentations based on brief instructions or graphic design
• Attending meetings in function of reporting
• Finalizing, adapting prepared reports, maintaining action list, distributing reports
• Posting and maintaining meeting and other working documents on the intranet
• Filing all documentation related to the meetings
• Following up on appointments made on the indication of a manager

*Keeping archives, systems and data files up to date so that relevant company information is available at all times. Depending on the manager’s area of responsibility, this may include one or more of the following tasks:

• Maintaining legal data of the legal entities belonging to the Vandemoortele group in Cosmos data bank
• Drawing and maintaining legal organograms
• Uploading commercial and financial reports on the intranet
• Keeping track of absences and business trips
• Follow up the document management of the department(s) under the manager and the personal archive of the manager

*Looking after the general administration of the department in order to contribute to an efficient day-to-day management of the areas of responsibility of the director. Specifically, this may include the following:

• Taking care of publications in the official journal
• Reviewing and paying invoices related to business trips, facility management, fleet management, the organization of events, etc.
• Consolidation and follow-up of budgets
• Planning appointments for the introduction of new employees
• Requesting all kinds of documentation such as certificates, permits and taking care of the administrative handling of certain business processes, etc. .

*Ensuring the operational execution of specific assignments delegated by the Director. This may include one or some of the assignments listed below:

• Corporate Meetings or special events such as Management Conference, European Works Council, Shareholder Meetings, etc.
• Intranet content management

4. About you

• High level of discretion & confidentiality
• Proactive & very strong organiser
• Multitasker, well structured
• Autonomous, self-starter, proactive, take initiative
• Punctual and precise; strong administrative skills
• Stress resistant; ability to work under tight deadlines
• Follow-up on actions; always on track
• Flexible, no 9 to 5 mentality
• Strong interpersonal and influencing skills
• Open-minded, friendly, and emphatic person

• Experienced user of Word, Excel, PowerPoint, Outlook, Internet, SAP, SharePoint, Teams

• Fluent English (written & spoken). Any other European language is an asset.

5. What’s in for you?

We offer you challenging work with a great purpose in an international company having a dynamic, driven and ambitious culture and a collegial atmosphere. With headquarters based in Belgium, you will have a real impact on the business. You will get all chances to grow within a people oriented and value driven environment, where cooperation, respect and ambition are key. You will receive an attractive salary and will enjoy all fitting extralegal advantages.