Executive Assistant

Executive Assistant

Uni Systems

Brussels, Belgium

Description

At UniSystems, we are working towards turning digital visions into reality. We are continuously growing and we are looking for a Executive Assistant to join our UniQue team in Brussels!

What will you be doing in this role:

• Manage business administration services, including executive calendar coordination, meeting prioritization, confidential information handling, and administrative support for senior leadership and ongoing operations;
• Manages complex calendars and recurring tasks, while supporting effective use of scheduling and office software tools;
• Applies advanced office software expertise, supports tool integration and troubleshooting, and advises others on the effective use of office support technologies;
• Organizes large meetings and conferences, supports office administration improvements and workflow optimisation, and contributes to effective administrative operations and best practices;
• Establish and maintain communication channels with stakeholders;
• Present data in creative formats;
• Act as a key member of the Front Office, supporting coordination across Business Units, senior leadership, and external stakeholders;
• Support the preparation, coordination, and follow-up of senior-level meetings, including action tracking and task coordination;
• Maintain awareness of leadership priorities to anticipate administrative and coordination requirements;
• Assist with the coordination of visits, events, and distinguished visitor engagements involving senior leadership;
• Support internal communication flow to ensure timely dissemination of information and tasking.

Requirements

What do you need to succeed in this position?

• Bachelor's degree in a relevant field with at least 3 years post related experience;
• Proven ability to build relationships with a variety of stakeholders;
• Proven experience in working independently and applying appropriate judgement when handling confidential materials;
• Experience in drafting accurate and concise minutes;
• Experience in the application of strong planning, analytical and problem-solving skills;
• Previous experience in providing guidance and applying leadership skills when working with junior administrative assistants;
• Training in Microsoft 365 collaboration and productivity tools and/or training related to information management, records management, or administrative best practices will be considered an asset;
• An active NATO Security Clearance is required;
• Very good command of spoken and written English (B2).