Executive Assistant to General Counsel and Team

Job content

Our client is an industrial company with offices worldwide. Their HQ is based in Belgium, Brabant-Wallon. They support strong ethical values such as respect, integrity, diversity and sustainability. They are currently looking to recruit a talented Executive Legal Assistant who will report to the Chief Legal Officer & Secretary General and his team (8 people).

Role description:

Your tasks and responsibilities will include but are not limited to:

• Providing high-level administrative and logistical support to the Chief Legal Officer & Secretary General and his team
• Managing calendars and appointments, preparing and organising various internal and external meetings
• Coordinating and facilitating meetings, travels, conference calls, etc.
• Preparing and organising Group Executive Committee Meetings (+/- every 6 weeks): booking the meetings & meetings rooms, coordinating travels, preparing the agenda, liaising with CEO of Group & Regional CEOs, preparing meetings documents (including reports and presentations), making minutes available to everyone after the meeting, following up on action points, etc.
• Preparing and organising 4 times/year the Board of Directors (mostly in Belgium, occasionally abroad): booking the meetings/meeting rooms/accommodation, preparing the agenda, liaising with the Chairman/CEO regarding the agenda points, preparing meetings documents, making files/reports/presentations available to all participants, making sure minutes are uploaded to internal systems afterwards & sent to the appropriate people
• Coordinating Shareholder Meetings: booking meeting and meeting venue, confirming meeting details to participants, coordinating travels & logistics for them (if needed), preparing meeting documents, managing the meeting minutes, etc.
• Organising and maintaining electronic and physical files and records in compliance with legal standards and company policies
• Acting as point of contact for the Corporate Legal team, interacting with people at the highest level within the organisation & externally (Chairman, members of Group CEO, Regional CEOs, ExCo members of the Board of Directors, shareholders, …), ensuring an accurate, efficient and timely exchange of information while taking into account the often confidential and sensitive nature of the information
• Assisting the Corporate Legal team with the drafting, proofreading and reviewing of legal documents, minutes, reports, presentations and correspondence
• Day-to-day administrative/office-related tasks such as ordering office supplies, welcoming visitors and preparing meeting rooms, processing expenses, scanning & printing documents, etc.
• Acting as a liaison between departments and between the other assistants within the group

Profile:

• You ideally hold a relevant bachelor’s or master’s degree (Office Management, Languages, Legal, …)
• You are fluent (oral and written) in English and French
• You have at least 10 years of proven experience in a similar role. Previous working experience as a management assistant or compliance/legal assistant in a law firm or a corporate legal department would be a strong asset.
• You are computer literate (MS Office, SharePoint, Teams, SalesForce or CRM, databases, legal software applications, … ). You enjoy learning and working with new IT tools and applications.
• You have strong interpersonal skills, you can communicate with courtesy and diplomacy and you understand the importance of discretion & confidentiality in a business environment
• You are organised, you have strong time-management skills (working towards tight deadlines) and you work with a lot of attention to details
• You are service minded & resourceful, you possess strong problem solving skills
• You are autonomous but you also enjoy being part of a team
• You avoid stressful moments by anticipating deadlines and planning your work accordingly, you are able to adjust to changing priorities and circumstances
• You adopt a positive & flexible approach and you are eager to make a long-term commitment with your next employer.

Offer & practicalities:

• Starting date: to be discussed
• Permanent contract
• Competitive salary & benefits package, including luncheon vouchers, Eco cheques, health and group insurance. Company car can also be part of the package.
• Access: the company is located in Brabant-Wallon/Waals-Brabant (access via public transport not that easy)
• Very respectful, friendly and stable working environment room, very good team spirit within the department!