POLYVALENT OFFICE & PERSONAL ASSISTANT

Join an international company and evolve in a multicultural context. Extremely varied tasks. Polyvalent function.

Client Details

My client is an international company located in the East of Brussels.

Description

OFFICE MANAGEMENT 40%

• PHONE: Answers telephone calls and screens and routes to proper recipients, takes and transmits messages when necessary. Prepares phone relief schedule.

• HEALTH & SAFETY: Oversees health & safety related topics for Brussels office (first aid, COVID protocols)
• RECEPTION: Greets, registers, and directs all CCL walk-in visitors and guests. Provides them with information and materials upon request.

• POST: Functions as a central point for incoming and outgoing mail/shipments. Picks up incoming mail, date stamp, and distributes to proper recipients. Checks outgoing mail for proper postage, and delivers to mailbox. Maintains postage meter, and stamps.
• UPS/FEDEX: Sends out all the materials needed for programmes by UPS or Fedex (boxes, envelopes etc). Resolves any issues with UPS/ Fedex
• VENDOR MANAGEMENT: Organizes office suppliers. Liaison with our building manager for all the building related topics
• AMEX: Maintains the relationship with the travel service provider (AmEx). Assists EMEA employees with issues related to the AmEx Online Booking Tool
• Updates and maintains front desk procedures and information manual.

INVENTORY ADMINISTRATOR: 35%

• Ensures that stock levels are maintained
• Prepares Client Implementation Associate's material requests and deliver to Prep Room
• Prepares Sales & Marketing requests and ensure proper shipment/delivery
• Manages Inventory, creates Sales Orders and Credit Returns.
• Works closely with the Finance team to build monthly reports and invoicing
• Maintains stock of experiential activities, orders necessary materials upon request

Personal Assistant to VP EMEA 25%

• Handles administrative tasks including expense management and diary management

• Assists with booking and coordination of travel

• Assists in the preparation and logistics of meetings, presentations, note taking or administrative duties etc. as required

• Attends to visitors needs relative to agenda and hotel requirements

Profile

Bilingual in English and French

First experience in Reception, Office Management or Personal Assistant

Flexible

Open-minded

Good knowledge of MS Office

Job Offer

6 months Temporary mission

Possibility of extension to be confirmed