Receptionist & Management Assistant – Brussels

As Receptionist & Management Assistant (M/F), you will be responsible for the following tasks:

• Receptionist tasks:
  • Provide general support to visitors;
  • Welcome guests, clients & suppliers ;
  • Prepare and clean meeting rooms;
  • Prepare coffee for guests & clients;
  • Reception all incoming and outgoing mail/packages;
  • Daily pick up of mail and/or packages at the reception;
  • Reception all incoming calls and dispatch to the assistants;
  • Update visitors’ list;
  • Manage the meeting rooms’ calendars;
• Office management tasks:
  • Prepare the kitchen and copy machines;
  • First contact with all our suppliers & follow up with suppliers;
  • Order lunch for meetings;
  • Search for new caterers;
  • Order kitchen and office supply;
  • Check orders (delivery note) and dispatch them to the right places;
  • Invoicing;
  • Check the invoices and obtain approval from the Office Manager;
• Administrative tasks:
  • Providing high-level administrative support to one/two investment team members (30% of the time): – Providing full administrative support; – Complex agenda management; – Arranging travels from A to Z (flights and hotel bookings, etc.); – Organizing meetings and conference calls; – Handling expense notes; – Handling phone calls, emails and correspondence; – Preparing and adapting documents in Word, Excel and PowerPoint; – Preparing documents, reports and presentations; – Support in business development approach; – Business cards: scan and check;
  • Ad hoc printing & binding of presentations;
  • Assist with events (offsite, LPs dinner, Christmas gift).

By applying to this position, you acknowledge that you have read and accept the following terms:

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The requested qualifications for this Receptionist & Management Assistant (M/F) position include:

• You ideally hold a Bachelor in Office Management/Secretariat/Languages;
• You are perfectly fluent in English and French/Dutch (with excellent writing skills in both languages);
• You have at least 2 years of experience acquired in a similar role and in the corporate sector (law firms, high finance, management consulting, etc.);
• You have hands on experience with office machines (e.g. fax machines and printers);
• You are proficient in MS Office (MS Excel and MS Outlook, in particular);
• You have strong organizational and planning skills (numerous deadlines to meet in a fast-paced; environment), are stress resistant and very discrete, as you will have access to very confidential and sensitive data;
• You are thorough, anticipate issues, solution oriented, understand the consequences of your actions and think things through;
• You have an excellent corporate presentation, are genuinely service minded, with a very good team spirit and sense of cooperation (there are 5 other Assistants in the office);
• You have excellent written and verbal communication skills;
• You have a creative mind with an ability to suggest improvements and you take ownership.

Our client offers:

• A full-time interim contract with option of a fixed-term contract;
• An attractive package including extra-legal benefits in an international and corporate company.

Interested in this challenging position of Receptionist & Management Assistant (M/F)? Apply today!

Robert Half Belgium
Robert Half Belgium

Avenue Louise, 235, 10th floor,
1050 Brussels

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