Business Assistant

Alter Domus

Brussels, Belgium

JOB DESCRIPTION

We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks, including providing support to the accounting team, assisting in daily office needs and managing some of our client’s administrative activities.

Office support

In charge of the reception of the office: welcoming the clients, general support to visitors, incoming calls, in and out post-mail;
Supporting the Director of the office in his administrative related tasks;
Solving of the administrative and office issues;
Ordering office supplies and acting as the main contact for the IT helpdesk in Luxembourg;
Supporting the team on ad-hoc projects;

Accounting team support

Managing client’s administrative tasks having direct contact with them;
Collecting signature of documents and keeping a clear record of them;
Filling/uploading forms, VAT returns and documentation in Moniteur Belge, National Belgian Bank, Intervat as needed;
Assisting in the opening/closing of bank accounts, contacts with bank(s);
Assisting the team to organize accounting information for bookkeeping purposes;
Contact with local VAT and/or Tax agencies to clarify specific matters on behalf of clients;
Assistance in the preparation of legal documentation (in French and in English) as proxies, management report, BoD/AGM Minutes;
Preparing, collecting and sending payment instructions to banks;
Contributing to keeping up-to-date our internal databases.

YOUR PROFILE

You have experience in a similar administrative function;
You are fluent in both written and spoken English and French, Dutch is an asset;
You are MS-Windows software literate, master of Lotus Notes is an asset;
You demonstrate a pragmatic approach to problems;
You are organised, flexible and able to manage several tasks;
You demonstrate good communication and reporting skills;
You demonstrate a reliable personality, focused on integrity and confidentiality;
You are a good team player (helpful, showing solidarity and share information).

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