Job details

Administrative Assistant

Company details

The Belgian Investment Company for Developing Countries (“BIO”) is a development finance institution controlled by the Belgian government that seeks to support the private sector in developing countries by investing in local enterprises, either directly or indirectly (e.g. through financial institutions or investment funds).

Function

The assistant is responsible for the organisational and administrative support to several departments. You are the person internal as well as external partners will contact, to manage the departments’ activities and those of the entire company. You organise and coordinate the internal and external, sometimes confidential, information to allow the company to function properly.

Tasks and responsibilities:

  • Welcome and accompany visitors, logistics management before, during and after the visits (organisation in the calendars, reception, prepare the meeting rooms and tidy them back up, lunch orders, installation of material, etc.).
  • Treat telephone calls.
  • Manage joint mail boxes and distribute the mail among the right colleagues.
  • Check the cleanliness of the common spaces.
  • Book taxis, restaurants and co-working spaces.
  • Manage subscriptions to several newspapers and magazines (paper and electronic version).
  • Manage orders and purchases (office and kitchen supplies, business cards, printers, etc.).
  • Manage the post, and regular and express packages (reception, encoding, distribution, shipping).
  • Manage technical and maintenance services (water fountains, coffee machines, printers).
  • Provide administrative support:
    • Coordinate and manage archiving files on projects;
    • Manage the department’s contact records, coordinate specific shipments (greeting cards, invitations, etc.);
    • Look for information on KYCs (Google searches and world compliance);
    • Redact documents;
    • Draw up expense reports;
    • Print out necessary documents.
  • Organise logistical and practical aspects of travel:
    • Book at our travel agency, book train tickets and hotels;
    • Register for conferences, trainings;
    • Take care of procedures for visa application, contact with embassies.
  • Provide administrative reception of new employees.
  • Be a backup in case the other assistants are absent.

Profile

  • Degree as a secretary or equivalent experience.
  • Perfect knowledge of English, French or Dutch, and professional knowledge of one of the other two languages.
  • At least 1 year experience.
  • Excellent knowledge of the Office package (Word, Excel, PowerPoint) and collaborative tools (Outlook, network, etc.).
  • Dynamic, flexible and methodological.
  • Helpful, team spirit.

Offer

We offer a rich professional experience, with motivated colleagues, an attractive package and a good word-life balance.

  • Placed on:Thu 3 November 2022
  • Location: Brussels

BIO

Boulevard Bischoffsheim, n°15
1000 Bruxelles
Belgium

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