Project Coordinator/Executive Assistant Brussels

Our client is a high-profile international Executive Search Firm with subsidiaries worldwide. Their Belgian offices (+/- 20 people) are located in central Brussels and are therefore very accessible by public transport. They are currently recruiting a diligent Project Coordinator/Executive Assistant to work for 1 or 2 Consultants.

Purpose of the role:

You act as a true right hand to the Consultant(s); you coordinate all administrative, organisational & logistical aspects of each project; you help streamlining & optimising internal processes; you are a key contact for clients, candidates and firm members.

Job description:

Responsibilities for the role include, but are not limited to:

• Project management: overseeing the process for each project/assignment and keeping every step of the process on track; scheduling all business related meetings/calls/interviews/travels; informing the team of critical updates related to the client expectations or candidate pipeline; adjusting the project plan if needed, etc.
• Project documentation: creating, editing and formatting all client-facing documents (e.g. proposals, specifications, status reports, …) to ensure all information is accurate and meets the client’s and the consultant’s expectations; assisting with the creation of candidate reports, etc.
• Project communication: managing communication with candidates and clients; monitoring incoming emails & phone calls and ensuring a timely follow-up
• Relationship building & management: maintaining excellent relationships with firm members, clients, prospects and candidates in order to achieve the highest level of customer service; acting as the “glue” between the internal team & the client as well as between all internal departments (Researchers, Knowledge, Office Coordinators, Shared Services, …)
• Information management & Financials: managing some aspects of the billing process (expense report processing, client invoicing, tracking of receivables) in collaboration with consultants and Finance Department; updating and reviewing database information (including some data entry); partnering with shared services, where required, on data entry and financial elements of the role; etc.
• Business Development: supporting the consultants in their business development activities (e.g. planning, content creation, tracking of outcomes, …); proactively identifying, developing & supporting business opportunities
• General administrative & office support: archiving relevant documents, working closely with the office coordinators for the organisation of internal events/meetings/seminars, backing up colleagues if and when needed, etc.

Profile:

• Perfect knowledge of English (oral and written with excellent drafting and editing skills) and fluency in at least 1 of the 2 national languages (Dutch or French) with a good working knowledge of the 2nd national language.
• You have minimum 3-4 years of relevant working experience, previous experience in the service sector (e.g. legal, consultancy, financial services, Big 4, …)
• You are computer literate; you have an excellent proficiency in MS Office (Word, Excel, PowerPoint); you enjoy working with state-of-the-art systems and databases
• You have top-of-the-range administrative skills and an absolute drive towards professionalism & client satisfaction
• You are well organised, accurate and rigorous
• You are proactive & solution oriented and you are able to juggle multiple priorities
• You are always diplomatic and you are able to treat confidential information appropriately
• You are able to handle phone contacts with professionalism, common sense & persistency and you feel comfortable communicating at all levels
• You enjoy being part of a smaller team and you are willing to assist other team members

Offer:

• A permanent contract
• Starting date: as soon as possible
• A competitive salary and comprehensive benefits package (including luncheon vouchers, Ecocheques, health insurance, group insurance, bonus & 100% reimbursement of public transport costs, benefits in kind, possibilities to work from home )
• International, fast-paced and high-quality working environment
• Fascinating and constantly evolving sector
• The opportunity to work with a team of top professionals who really value a proactive attitude and a good sense of initiative!