Executive Assistant

Telespazio Belgium can count on almost 40 years of experience in the field of Space Operations Service & Engineering activities.

We provide a significant contribution to the most major Space programs of the European Space Agency. Our core business is to work on the ground to build bridges into space, contributing to the success of ambitious missions. #wemakespacepossible

Currently, we are looking for a highly organized and skilled Executive Assistant to provide comprehensive administrative support to our CEO & executive team in Belgium / Transinne. The ideal candidate will possess exceptional communication skills, a keen attention to detail, and the ability to manage multiple tasks efficiently. This role is pivotal in ensuring the seamless operation of executive functions within our organization. The Management Team is composed by:

• CEO
• 3 Executives
• 1 Senior Manager

The direct line manager of the Executive Assistant is the CEO of the company.

What is expected from you:

Calendar and Schedule Management

• Schedule and coordinate appointments, meetings, and events for executives.
• Prioritize and manage executives' calendars to optimize productivity

Communication and Correspondence

• Screen and manage emails, phone calls, and other forms of communication.
• Draft, edit, and proofread documents, ensuring accuracy and clarity

Travel Coordination

• In coordination with the Travel Office, arrange complex travel itineraries, including flights, accommodations, and transportation.
• Prepare travel documents and ensure compliance with travel policies.

Meeting Coordination

• Organize and coordinate meetings, prepare agendas, and ensure necessary materials are available.
• Attend meetings, take accurate minutes, and follow up on action items.

Information and Data Management

• Maintain organized electronic and physical files, ensuring accessibility and confidentiality.
• Assist in data research and compilation for various projects.

Office Management

• As a back-up of the Office Manager and in coordination with the Manager:
• Oversee administrative tasks to maintain an organized office environment.
• Manage office supplies, handle incoming/outgoing mail, and coordinate equipment maintenance.

Project Support

• Assist in the planning and execution of special projects and initiatives.
• Conduct research and gather information to support decision-making processes.

Relationship Building

• Establish and maintain positive relationships with internal and external stakeholders.
• Serve as a liaison between executives and various departments, clients, and partners

Confidentiality Commitment

The Executive Assistant is a custodian of confidential information and is expected to demonstrate an unwavering commitment to maintaining the highest level of discretion. This includes safeguarding sensitive data, refraining from discussing internal matters outside the workplace, and strictly adhering to the organization's confidentiality policies. The candidate should be prepared to prioritize confidentiality as a primary responsibility in all aspects of their role.

What you offer:

• Bachelor’s degree in business administration, communications, or a related field is preferred.
• Proven experience as an Executive Assistant or in a similar role.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite and other relevant office software.
• Ability to handle confidential information with discretion.
• Strong multitasking and problem-solving abilities.
• Fluency in Dutch (asset), French, and English
• Knowledge of Italian is an asset.

What we offer:

• A hospitalization insurance and disability insurance;
• A good pension scheme;
• A development program that allows you to continually develop and a Coursera membership;
• A 40-hour working week;
• A travel allowance;
• Meal vouchers;
• Eco voucher;
• A good relocation package.

Where

You will be working within the Telespazio Belgium Headquarter in Transinne.

When

Expected starting date: ASAP

Please note that interviews will be held either via skype, webex, other digital platforms or onsite in person.