Executive Management and Team Assistant

Executive Management and Team Assistant


Mechelen, Belgium

You will be the team assistant of an advanced research department and the direct assistant to the VP of advanced innovation and support a large and global team of skilled and passionate engineers. We work on bringing our innovative solutions into our next generation of implantable hearing devices, to enable our customers to hear better in real-life situations.

In your role, you will:

As a personal assistant to the CTO member:

  • Provide support including diary management – Internal and external meetings and maintain an accurate and up-to-date diary system, ensuring all related papers/information are on hand for all meetings and events, Coordinate business travel – itineraries, visas, travel documentation;
  • Coordinate key leadership and departmental meetings and events;
  • Proactively identify, flag, investigate and raise items requiring resolution/response/action.

As a team Team Assistant to the R&D Management Team:

  • Provide administrative support to multiple department heads, key managers, project managers and all other department staff and general office duties;
  • Coordinate business travel – Conference registration, itineraries, visas, travel documentation;
  • Contract management – Compile monthly contract reports and provide to Legal where required.

Furthermore, support Office management and Reception:

  • Provide backup role for Office Management for CBE Mechelen site including Receptionist, Support and organise team meetings, including monthly meetings, social events;
  • Occasionally provide support to other Team Assistants, Executive Assistants and Reception staff wherever possible, including relief during leave, collaborative meetings/events, training, etc.

You will bring:

  • Proven track-record in autonomously & proactively providing high level admin support to executive or senior management and multiple teams;
  • Proven ability to provide work flexibly in a team environment to provide excellent customer service;
  • Self- starter that will take initiative and organises follow up;
  • Proven ability to think and act in a customer centric way;
  • Excellent and clear communication and writing skills in English.

It would be highly desirable if you have:

  • Microsoft Office Intermediate/Advanced Level – Word, Excel, PowerPoint;
  • Experienced in senior assistant roles, ideally in a product development or service-oriented environment;
  • Exposure to and ideally an affinity with working in a culturally diverse environment;
  • Understanding and experience with a multinational environment, working across time zones;
  • Ability to work to tight deadlines in a team environment.

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