Executive/Personal Assistant to the CEO (FT or 4/5) - long term assignment

For one of our clients, we're on the hunt for a sharp, go-getter who thrives on organization to become the Executive Assistant to the CEO of a startup business.

Role Description 

This is a full-time (or 4/5) freelance position for a High-Level Executive Assistant, and it's a hybrid role (with flexibility for some remote work) with the main office located in the vibrant city of Ghent, Belgium.

The CEO has a lot on their plate, so we need someone smart to handle the day-to-day stuff. The assignment touches every corner of the CEO’s life and business. 

It's a crucial role, and we're looking for someone who can swiftly adapt to new information and easily grasp new concepts.

Responsibilities

• Calendar Management: Proactively manage the CEO's calendar, schedule meetings, and coordinate appointments, ensuring optimal time allocation and prioritization.
• Travel Arrangements: Plan and coordinate travel arrangements, including flights, accommodations, ground transportation, and other logistics, considering the CEO's preferences and business requirements.
• Communication Management: Handle incoming and outgoing communications. Draft and prepare documents, presentations, and reports as needed..
• Relationship Management: Maintain positive relationships with internal and external stakeholders, including clients, partners, board members, and employees. Facilitate effective communication and act as a liaison between the CEO and various stakeholders.
• Information Management: Organize and maintain confidential information, documents, and records. Implement effective document management systems and ensure easy access to relevant information.
• Insurance Management: Oversee and manage all aspects of insurance policies, ensuring coverage aligns with company needs
• Preparatory Accounting: Work closely with the external accountants to prepare and organize financial documents, assist in maintaining accurate financial records, including invoices, receipts and expense reports, support the preparation of financial reports and statements for review
• Project Management: Oversee and manage special projects, strategic initiatives, and key organizational priorities. Conduct research, compile data, and provide insights to aid decision-making. Ensure that projects align with the overall strategic goals of the organization. Act as a Chief of Staff. 

Qualifications

• 10+ years of experience of supporting C-level executives in a fast-paced and dynamic start up environment.
• A clear understanding of finance and legal processes. It would be beneficial to have experience in HR-related matters. 
• Excellent organizational and time management skills with the ability to prioritize and multitask effectively.
• Excellent written and verbal communication skills, in both English and Dutch. You are also professionally proficient in French.
• Proficiency in productivity tools such as CRM, Microsoft Office (Excel, Word, PowerPoint), Google Suite, email, and calendar applications.
• Strong sense of ownership and accountability for tasks and projects.
• Flexibility to adapt to changing priorities and work effectively under pressure.
• Excellent problem-solving and decision-making abilities.
• Ability to handle sensitive and confidential information with the utmost discretion.
• Strong attention to detail and accuracy in all aspects of work.
• Strong interpersonal skills and the ability to build relationships at all levels throughout the organization.

What we offer

• An long term assignment with lots of responsibility
• A cheerful bunch of colleagues
• Flexible working hours
• Hybrid working
• And so much more...