Personal Assistant

  • Company: Cicero Group
  • Job Location: Brussels - Belgium
  • Date: November 3, 2018 20:45
  • Employment Type: permanent
  • Experience: Any
  • Job Functions:

    Administrative

Job summary

We are looking for a proactive Assistant with a can-do attitude to provide day to day support to our Executive Director responsible for our Brussels and Dublin offices

Job description

  • Diary management and daily calendars.
  • Organise and schedule meetings and correspondence with clients, prospects and internal team members.
  • Meeting room bookings/logistics and liaison with events/marketing and reception.  
  • Booking business travel and accommodation.
  • Administration of annual leave bookings.
  • Administration of time sheets.
  • Ad hoc administration such as printing, binding and assisting with creation of draft documents, files and presentations.
  • Assistance with marketing events – helping to greet guests, set up the room, logistics, correspondence etc.
  • Liaise with other staff members on behalf of Executive Director.
  • Help to on-board new staff members to the team.
  • Organise team social events.
  • Occasionally manage emails/phone calls for example when Executive Director is on annual leave and flagging any urgent matters if necessary.
  • Facilitate internal team communication e.g. distributing important information on behalf of Executive Director.
  • Proactively look for more efficient ways to run the team and flag where there is an operational issue.
  • Maintain strong working relationships with other relevant supportive departments, including IT, HR, Reception, Sales, Marketing and other Executive Assistants to ensure a collaborative approach to our business support functions, enabling our teams to deliver the best quality service to our clients.

Job qualifications

  • Previous experience as a Secretary or Assistant.
  • Experience exercising discretion and confidentiality with sensitive company and/or personal information.
  • Highly organised with an excellent eye for detail.
  • Excellent time management and prioritisation skills.
  • Exceptional and professional communication skills with all stakeholders.
  • Ability to problem solve and provide a workable solution.
  • Flexible approach and can-do attitude – at times you may be asked to do ad hoc tasks that do not usually fall part of the job description.
  • Observant and use initiative to identify and address the needs of Executive Directors to reduce their workloads.
  • High emotional intelligence and empathy.
  • Competent with Microsoft Office.

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