Executive Assistant

Executive Assistant

BICS

Brussels, Belgium

Manages the Executive Manager’s agenda, administration and travelling to create a practical comfort zone in his/her day-to-day activities. Make sure that all contacts between the Executive Manager’s environment and internal/external people reflect the PXG values as to maximally support the PXG image. Arranges/solves all kind of pragmatic issues as to facilitate the Executive Manager’s decisions.

List of tasks:

• Agenda & Time Management: Coordinate the Executive Manager’s short- and mid-term agenda to ensure practical scheduling and prioritisation. Proactively manage time and reschedule when needed to avoid conflicts.
• Daily Secretariat: Handle incoming/outgoing communications (post, calls, emails), prepare documents and presentations, and draft meeting reports to ensure smooth daily operations.
• Meeting & Travel Coordination: Organise meetings (dates, locations, materials) and business travel arrangements to optimise efficiency and ensure all logistics are covered.
• Stakeholder Interaction: Manage internal and external contacts with professionalism, reflecting PXG’s corporate culture and supporting its image.
• Team & Office Support: Liaise with the Executive Manager’s direct reports to facilitate team efficiency. Address practical needs such as office moves, equipment, and information gathering to support decision-making.
• Administrative Tasks: Manage catering orders, meeting room bookings, invitation letters, expense reporting, and contract signature follow-up.
• Back-Up & Ad-Hoc Support: Provide secretarial back-up for other Executive/Senior Managers and handle ad-hoc requests from team members as needed.

Profile:

• Minimum experience: 4-6 years.
• Analytical & Precise: Detail-oriented with strong analytical skills.
• Organised & Efficient: Skilled in planning and managing multiple tasks.
• Resilient & Committed: Works well under pressure with persistence.
• Flexible & Autonomous: Adapts easily and works independently.
• Discreet: Handles confidential matters with care.
• Digital Skills: Proficient in Outlook, Word, Excel, PowerPoint, Teams; SharePoint is a plus.
• Strong Communicator: Excellent written and verbal communication.
• Languages: Fluent in English.