Assistant

UCB - Union Chimique Belge

Brussels or Anderlecht, 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. Proactively anticipating the managers’ needs is essential as well as possessing a strong desire and enthusiasm to learn and understand the key issues they are managing.

What you’ll do

Manages complex calendars, expense reports, confidential correspondence, travel arrangements, and documentation for meetings, ensuring seamless operations.
Plans and monitors managers’ schedules, acts as a gatekeeper, coordinates meetings, organizes events, and proactively facilitates efficient time management.
Serves as a communication bridge between managers and stakeholders, addressing inquiries, ensuring timely responses, and maintaining smooth workflows.
Oversees special projects, tracks deliverables, documents meeting outcomes, and ensures follow-through on action items with a focus on process improvement.
Manages department budgets, creates purchase orders, processes invoices, and ensures timely expense report submissions while adhering to financial guidelines.
Builds strong relationships across teams, supports onboarding, plans team-building events, maintains confidentiality, and drives initiatives aligned with organizational goals.

For this role we’re looking for the following education, experience and skills

Bachelor’s degree.
Minimum of 5 years as an executive assistant, with self-confidence, self-awareness, and proficiency in Microsoft Office (PowerPoint, Excel, Word), and quick adaptability to new systems.
Independently ensures timely, high-quality output with attention to detail and proactive task completion.
Builds effective working relationships internally and externally, with business partners, while maintaining a diplomatic and team-oriented spirit.
Handles confidential and sensitive matters with discretion, ensuring the confidentiality of information.
Thrives under changing circumstances, manages diverse projects and people simultaneously, and consistently remains motivated and positive.
Actively seeks feedback, remains open to learning, identifies and resolves potential issues early, and is fully committed to team success.

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