Administrative Assistant

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International Markets is a highly dynamic region with operations in 30 countries across the world through local affiliates or strategic alliances. To strengthen our expertise and impact within IM, we are looking for a talented individual to fill the position of: Assistant to the senior leader, IM, based in our HQ Brussels, Belgium.

The assistant acts as a partner and anchor to his/her managers, providing assistance to optimize their efficiency, developing and applying best practices, and ensuring that quality, efficiency, accuracy and cost awareness are respected for those key functions. Understand the managers’ and Regional teams’ needs and provide necessary support.

· Completes a broad variety of administrative tasks including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

· Plans, coordinates and ensures the managers’ schedules are followed and respected.

· Communicates with peers or team members and other stakeholders on matters related to their initiatives.

· Works closely and effectively with the managers to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the managers updated.

· Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures

· Provide administrative support, such as scheduling meetings, booking travel, and preparing expense reports, documentation to some members of the manager’s leadership team.

· Work with teams to organize activities and events such guest visits, face to face meeting, provide administrative and logistic support accordingly.

· Contributes to the managers’ key projects, supporting some of their coordination and being involved in the follow-up of the projects’ deliverables, following up the project progress, etc.

Qualities

· Experienced assistant with self-confidence and self-awareness (3-5 years’ experience )

· Dedication to providing work of an excellent quality, focusing on attention to details and pro-active tasks completion

· Excellent planning and organizational skills to ensure effective and timely output in an independent way

· Excellent communication skills and effective working relationship internally and with our business partners

· Proficient in PowerPoint, Excel, Word and quickly adapts to new systems.

· Dealing appropriately with confidential and sensitive matters

· Ability to handle a number or diverse projects and people at any one time is essential

· Motivated, reliable and with a positive attitude

· Willingness to learn, open and adaptable personality