Executive Assistant

Executive Assistant

CropLife International

Brussels, Belgium

Role Overview

The Executive Assistant provides proactive, high-level support to the CEO while ensuring the efficient day-to-day functioning of the Brussels office. This role serves as a trusted administrative partner to the CEO, supports effective governance processes, coordinates key organizational activities, and provides professional support to internal and external stakeholders.

This position requires exceptional organizational skills, sound judgment, discretion, and the ability to manage multiple priorities in a dynamic international environment.

Key Responsibilities

Executive Support to the CEO

• Provide high-level administrative and executive support to the CEO, including complex calendar management, meeting coordination, and travel arrangements;
• Anticipate the CEO's needs and ensure she is well prepared for upcoming commitments, meetings, and responsibilities;
• Manage and prioritize incoming requests, correspondence, and invitations, ensuring timely follow-up and appropriate action;
• Act as a key liaison between the CEO and internal and external stakeholders, representing the CEO with professionalism, diplomacy, and discretion;
• Research, prioritize, and follow up on sensitive or confidential issues, determining appropriate responses, referrals, or escalation where required;
• Track and follow up on actions arising from meetings, discussions, and stakeholder engagements to ensure timely completion;
• Support relationship management by maintaining regular follow-up on contacts and engagements initiated by the CEO and senior leadership.

Board & Governance Support

• Provide comprehensive administrative support to the CEO in relation to Board of Directors and General Assembly activities;
• Coordinate the planning, scheduling, and logistics of Board and General Assembly meetings, including meeting invitations, calendar management, travel arrangements, venue coordination, and virtual meeting logistics;
• Maintain Board and General Assembly calendars, governance deadlines, contact lists, and distribution lists;
• Support the CEO in preparing for Board Chair, Board member, and committee meetings by coordinating briefing materials and ensuring timely follow-up on actions and requests;
• Maintain accurate Board records, governance files, resolutions, and corporate documentation;
• Serve as a discreet administrative point of contact for Board members regarding meeting logistics, documentation, and scheduling matters;
• Ensure strict confidentiality and professionalism when handling sensitive Board, governance, and member-related information.

Office Management

• Coordinate the smooth day-to-day operation of the Brussels office;
• Serve as a point of contact for office suppliers, service providers, building management, and operational vendors;
• Support workplace logistics, including office supplies, meeting facilities, visitor coordination, and general office administration;
• Assist with onboarding logistics for new employees and visitors;
• Support the organization of internal events, staff meetings, retreats, and other office-wide activities.

Administrative Support

• Prepare and process expense reports and reimbursement requests;
• Maintain accurate stakeholder and contact databases;
• Ensure timely follow-up on administrative actions, emails, and correspondence.

Team & Meeting Coordination

• Coordinate agendas, logistics, and documentation for Senior Management Team meetings, staff meetings, and off-site events;
• Maintain and oversee organizational calendars, ensuring visibility of key meetings, major events, and organizational milestones;
• Develop and maintain an annual calendar of Board meetings, organizational milestones, and strategic events;
• Support cross-functional coordination and information sharing across teams;
• This role description is not prescriptive and the post-holder may be required to undertake other responsibilities reasonably required by the Operation Team in order to support and fulfil the purpose of the role.

Desired Qualifications & Competences

• Outstanding organizational and project coordination skills, with the ability to manage multiple priorities and competing deadlines;
• Minimum 5 years of experience in an Executive Assistant, Board Assistant, or similar senior administrative support role, preferably supporting a CEO, Board, or C-suite executive;
• Excellent written and verbal communication skills in English;
• Strong interpersonal skills with the ability to interact confidently with senior leaders, Board members, members, and external stakeholders;
• Exceptional attention to detail and commitment to accuracy;
• High degree of discretion, integrity, and professionalism when handling sensitive and confidential information;
• Ability to anticipate needs, identify potential issues, and proactively develop solutions;
• Strong judgment and ability to work independently with minimal supervision;
• Proficiency in Microsoft 365 applications, including Outlook, Teams, Word, PowerPoint, and Excel;
• Experience with CRM systems and document management tools is an asset;
• Ability to thrive in a dynamic, fast-paced, multicultural environment;
• Excellent relationship-building skills and a collaborative approach;
• Fluency in English, with native-level or exceptional written and spoken proficiency.

Contract Type

• Full-time position;
• Immediate availability preferred.

How to apply

• If you are interested, please send your CV (max. 2 pages) and cover letter explaining your motivation and fit to valerie.moens@croplife.org. The CV and cover letter must be submitted as one document. Only applications and CVs written in English will be accepted;
• The closing date for applications is September 9, 2026. Only short-listed candidates will be contacted.