Overview
Diligent Office Manager & Executive Assistant for exclusive family office Jobs in Brussels, Brussels Region, Belgium at Care4You
Title: Diligent Office Manager & Executive Assistant for exclusive family office
Company: Care4You
Location: Brussels, Brussels Region, Belgium
Our client is a family office whose purpose is to manage the assets of its owners Their offices are located in the city centre of Brussels and are therefore very accessible by public transport. Their human-sized and highly professional team is looking for a shiny and diligent individual to manage the smooth running of the office and to provide high level secretarial support to the Management Team, with a particular focus on the managing of the CEO’s complex calendar.
Job description
Executive Assistance
-Proactive calendar management
To actively and proactively manage the team's schedules, paying particular attention to the CEO's, ensuring optimal priorities, anticipating constraints, and ensuring effective coordination among the various stakeholders
-Coordination
· Organization of recurring governance and business operations meetings such as:
o Board of Directors meetings
o Audit and Investment Committees
o Weekly meetings with the Chairman
o Monthly meetings with the Chairman
o Deal Flow Meetings
· Organization of recurring governance and business operations meetings
organizing recurring meetings with portfolio companies
o Board of Directors meetings
o Monthly business progress meetings
-Executive Support as instructed by the CEO, CFO, or team members
· Following up on the CEO's checklist, organizing meetings while considering priorities, context, and deadlines
· Anticipating and organizing associated logistics
o Transportation (plane, train, taxi)
o Accommodation
o Booking meeting rooms
· Ongoing communication with the Chairman's Personal Assistant
· Communication and coordination of logistics with the Office Managers of other offices (Paris, Milan, and Luxembourg)
· Ensuring deadlines are met and following up on administrative actions related to management requests
· Communication liaison between various legal entities
Office Management
Facilities and Logistics
· Organizing visitor reception
· Coordination with the welcome desk
· Reservation of parking spaces
· Beverages/Catering
· Management of office supplies and supplier orders
· Organization of incoming and outgoing mail and packages (DHL)
Administrative Support
Accounting
· Providing occasional support to the accountant in their absence (this will be reviewed in Fall 2026 in light of the insourcing of accounting)
· Verification of incoming invoices: billing information, VAT number, internal validation, accounting allocation
· Data entry of invoices into the accounting system
· Payment tracking.
Expense Management
· Administrative management of Mastercard credit cards:
· Collection of supporting documents and reconciliation of expenses.
· SNCB platform management: gathering travel receipts and reconciliation of expenses
· Eurostar season ticket management
Human Resources (under the supervision of the CFO)
· Preparation for the arrival of new employees: badges, IT equipment, phone subscriptions, access to financial tools and services, business cards
· Coordination of employee departures.
· Management of the "Internships" email inbox.
Operational Support
· Coordination with the IT team
· Updating internal tracking spreadsheets: vacation time, attendance, travel expenses, artwork, logins and access, subsidiary records
· Support for KYC procedures
· Filing and archiving of documents: legal documents, suppliers, bank statements, invoices
Profile
- The ideal candidate holds a relevant bachelor (Office management, Languages, etc.)
- You have an excellent level of French (C2 spoken and written) and are fluent in English(B2/C1 minimum)
- You have at least 10 years of experience in a similar role and environment (corporate sector such as law firms or consulting)
- Good IT skills (MS Office and especially Outlook)
- Corporate presentation, courteous with a positive attitude
- Ability to interact at all levels, diplomatic skills, an extreme discretion is paramount
- Good common sense
- Very good interpersonal skills, smiling and dedicated
- A doer who aims at delivering a spotless service
- Quality minded, as this is a very high-level environment where it is crucial to aim at providing an outstanding support to all stakeholders
Offer
- A permanent and full-time contract
- Starting date: October 2026
- Competitive salary and fringe benefits including monthly net allowance (€ 175), luncheon vouchers (€ 8,00) , health insurance (DKV), pension plan (in process of being implemented), yearly discretionary bonus, mobility plan (value of €950/month), cell phone and cell subscription, laptop, 23 holiday days
- Working hours: 37,5 hours/week (9.00 am-5.00 pm)
- Homeworking: 1 day/week
- Location: the offices are located in central Brussels and are therefore very easily accessible by public transport (no parking in the building but possibility to park nearby)
- The opportunity to work in a truly very high-level environment!
