Group Management Assistant

Ontex

Aalst, Belgium

Job purpose

The Management Assistant supports the operational efficiency of the organization by managing complex travel arrangements, coordinating various events, and handling related administrative duties. This role is crucial in ensuring that logistical, clerical, and coordination tasks are performed with a high degree of accuracy and timeliness, directly contributing to the seamless execution of company operations and activities. Additionally, the Travel & Meeting Assistant serves as a backup for the Executive Assistants during periods of absence, and takes on ad hoc projects as required, ensuring continuity in executive support..

Main responsibilities and key tasks

Travel Coordination

Arrange local taxi and hotel bookings for visiting colleagues, suppliers, and other guests;
Act as a superuser for the BCD online booking tool, manage its rollout in other countries, create user profiles, and conduct training sessions;
Coordinate complex and detailed travel arrangements for cross-divisional trips, ensuring all logistics are handled with precision for N-2 and below employees based in Aalst.

Event Management

manage and organize all aspeccts of on- and occasional off-site meetings, luncheons, and other corporate meetings and conferences (eg EWC, Edana, PLMA etc.);
Oversee registration and attendee tracking;
Ensure strict adherence to event timelines and deadlines;
Conduct venue research, plan seating and decorations, and select chefs or catering services for events.

Administrative Support

Handle the sorting and distribution of incoming mail and organize outgoing postal services through Easypost and UPS;
Serve as a UPS superuser, ensuring proficiency and efficiency in all related tasks.

Catering Management

Manage all aspects of catering, including order placement, coordination with serving staff, and ensuring timely delivery;
Approve and follow up on invoices related to taxi and catering bookings to ensure timely and accurate financial processing.

Backup Support

Serve as a backup for other Executive Assistants during their absences, covering all essential duties and maintaining continuity of support.

Ad Hoc Projects

Take on additional projects as needed.

Job requirements

Min. 3 years of relevant work experience (in an international environment is a plus);
Knowledge of MS Office & Sharepoint;
Exceptional organizational and coordination skills with the ability to manage multiple tasks simultaneously;
Strong communication and interpersonal skills, capable of effectively interacting with internal and external parties;
High proficiency in managing corporate booking tools and postal systems;
Ability to work proactively, prioritize conflicting demands, and complete projects with tight deadlines;
Capable of stepping into other roles seamlessly and upholding the standard of support during periods of colleague absence;
Fluent in English, other languages are a plus.

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