Management Assistant

IBA Group

Louvain-la-Neuve, Belgium

With a diverse team and a mission-driven environment, we’re seeking a dynamic and experienced Management Assistant to support our Innovation & Development team’s success and growth. This isn’t just a job; it’s a chance to be part of something greater, where your contributions make a real difference.

Challenges we trust you with

As a Management Assistant, you’ll be the backbone of our Innovation & Development department, ensuring operational efficiency and encouraging a cooperative work environment. Here’s what your exciting journey with us will look like:

Planning and Organization Coordinator:

Manage complex agendas and travel arrangements, including flights, visas, and accommodations;
Prepare and distribute meeting agendas and minutes for our Innovation and Development Department Deliver/Define/Extended/Staff meetings with our tool Confluence;
Handle expense reports and contract signatures via Docusign or AdobeSign, ensuring timely follow-ups;
Coordinate travel logistics for our Innovation and Development Department team, including flights, hotels, and taxis.

Communication Facilitator:

Draft and publish team news on SharePoint, keeping everyone informed and engaged;
Bring fresh ideas to enhance our communication strategies and propose improvements to keep our team connected and informed.

Event and Project oversight:

Plan and execute international meetings for physicists and regulatory experts, handling catering, hotel reservations, and transportation;
Organize meetings, team-building events, and external lunches, managing logistics, contracts, and PR;
Manage supplies, business cards, and various requests, ensuring the team has everything they need;
Organize "Lunch & Learn" sessions, including logistics and participant registrations.

Innovative Initiative-Taker:

Propose and implement ideas to enhance communication and streamline processes;
Support new hires with logistics, temporary housing, and administrative tasks;
Update and manage medical visits for dosimeter-equipped staff, ensuring compliance and safety.

Financial and Administrative Support:

Oversee invoice reception and control for our Innovation and Development Department consultants, ensuring accuracy and timely processing;
Handle specific shipments (DHL) and manage the scientific articles database (Istya);
Track overtime and encode data in SAP, maintaining accurate records.

What we value

We’re looking for a seasoned and versatile Management Assistant with at least 5 years of experience in a similar role. You are:

Reliable and Highly Organized: Your attention to detail and organizational skills are second to none;
Creative and Proactive: You bring fresh ideas to the table and take the initiative to implement them;
Excellent Communicator: With strong writing skills in English, you’re adept at crafting clear and compelling communications;
Experienced in International Environments: You have a proven track record of working successfully in global settings;
Team Player: You thrive in a collaborative environment, supporting your colleagues and contributing to team success.

Apply Now

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