Service description:

As a Secretary, you provide administrative, organisational and communication support. You help streamline processes, maintain structure and guarantee the professional functioning of the department.

Key Responsibilities

1. Agenda & Task Management

• Maintain and update the manager’s calendar
• Schedule appointments and recurring meetings
• Prepare, follow up and distribute meeting documents
• Communicate changes to all relevant stakeholders

2. Document Preparation

• Draft and format professional documents (letters, reports, presentations, notes, etc.)
• Take minutes during meetings and prepare high‑quality summaries
• Gather information needed for reports or documentation
• Perform quality checks on documents and support template/procedure updates

3. Handling Incoming Communications

• Manage phone calls, emails and mail addressed to the department
• Provide answers when possible or redirect to the appropriate person
• Follow up on open questions and keep the manager informed
• Draft proactive responses or documents when needed

4. Organisation of Events & Meetings

• Manage logistics: booking meeting rooms, trainers, suppliers, hotels and travel
• Send invitations and follow up registrations
• Support the organisation of trainings, info sessions, trips and team‑building activities

5. General Administrative Support

• Manage office supplies
• Welcome and assist new employees and visitors
• Follow up on absences and performance registration in internal systems
• Prepare and maintain files, print and assemble meeting folders, scan and archive documents

6. Filing & Database Management

• Maintain structured physical and digital filing systems
• Archive documents (including Hypertree / Hyperdoc systems)
• Manage access rights for internal and external stakeholders

7. Mail Processing

• Sort and process incoming and outgoing mail
• Prepare documents for approval and ensure proper follow‑up
• Complete administrative codification and imputations

Requirements:

Qualifications & Skills

• Bachelor’s degree in Office Management or equivalent experience
• Excellent command of Dutch and/or French, with good knowledge of other national language and English
• Strong verbal and written communication skills
• Experience in a similar administrative role
• Proficiency in MS Office (Word, Excel, etc.)
• Accurate, organised, discreet and customer‑oriented

Competencies

You recognise yourself in the following:

• Team spirit
• Efficiency and organisation
• Customer focus
• Professional attitude
• Diplomacy & discretion
• Helpfulness and flexibility
• Open‑mindedness & initiative
• Innovative and solution‑driven