Program Executive Assistant & Admin Business Support

Robert Half is looking for a Program Executive Assistant & Admin Business Support (M/V/X) for a company in Brussels.

As a Program Executive Assistant & Admin Business Support (M/V/X), you will play a pivotal role in supporting the team's efforts as well as driving organizational efficiency. This versatile role combines administrative, organizational and office management duties while also offering critical logistical support to program leadership. You will help streamline operational workflows, maintain schedules, and proactively manage priorities, all while maintaining an emphasis on quality, accuracy and efficiency.

Your Responsibilities as a Program Executive Assistant & Admin Business Support (M/V/X):

• Support to Leadership:
• Inbox Management: Monitor and manage program leadership's email inboxes; ensure prompt responses and prioritization of important communications.
• Scheduling: Coordinate calendars, align meetings with priorities and arrange key meetings promptly.
• Travel Arrangements & Event Registration: Handle travel logistics, including flight bookings, hotel accommodations, transfers and event registration for professional engagements.
• Fundraising Support: Assist with drafting and editing fundraising-related emails to sponsors and stakeholders.
• Operational & Office Management:
• Office Supplies: Maintain inventory levels for office supplies and ensure a tidy, organized workspace equipped with essential materials.
• Document Management: Organize and maintain physical and electronic filing systems for easy retrieval and compliance.
• Production Coordination: Assist with the creation and distribution of training materials in collaboration with the Communications Team.
• Legal & Compliance Assistance:
• Membership/Sponsorship Agreements: Review and oversee administrative management of contracts, ensuring compliance and proper documentation.
• CRM Management: Update and maintain relevant deal and partnership data on the CRM system.
• General Administrative Support:
• Internal Meetings: Coordinate scheduling and preparation for team training and internal meetings.
• Event Travel Management: Arrange travel logistics for team events, ensuring smooth execution.
• Leave Handovers: Manage leave transitions for team members by updating calendars, virtual meeting links and related tasks.
• Confidentiality Management: Handle sensitive information with the utmost discretion and in line with data protection regulations.

What We're Looking For:

• Education: Bachelor's degree or equivalent, plus 1-3 years of experience in secretarial/administrative roles.
• Skills:
• Excellent command of English (French is a big plus).
• Advanced Technical expertise (Google Suite, CRM tools, etc.).
• Superior organizational and multitasking abilities.
• Strong communication skills and the ability to work with senior stakeholders.
• Solutions-oriented approach with attention to detail.
• Personal Attributes: Curious, proactive, open-minded, and highly methodical.

Preferred Qualifications:

• Relevant work authorization.
• Experience in the healthcare or environmental sectors.
• Background in social entrepreneurship or corporate social responsibility.
• Knowledge of funding systems for societal projects.
• Fluency in additional languages.

What's In It for You?

• A full-time job with flexible hybrid working options.
• Work with not-for-profit and global organizations on critical societal issues, such as advocacy, healthcare or sustainability initiatives.
• Join a dedicated, diverse and innovative team.
• Opportunities for professional growth and advancement.

Robert Half BV and Robert Half Project Sourcing BV process the data from applicants that is required to carry out the application process. You can find more information on data protection, in particular on your rights, at https://www.roberthalf.com/be/en/privacy.