Sr Executive Committee

As a Senior Executive Committee (ExCo) Assistant, you hold a dual responsibility: providing dedicated support to the CEO of 3PL while also assisting the Chair of the Board of Directors. In this pivotal role, you manage complex schedules, organize high-level meetings, and coordinate logistics for both individuals, ensuring seamless operations and effective communication across the executive and board functions.

Key responsibilities

Support for CEO 3PL :

Calendar & travel management
• Manage a complex and dynamic calendar with a clear overview of shifting priorities.
• Coordinate internal and external meetings, international engagements, leadership team sessions, and business travel.
• Ensure optimal scheduling in a fast-paced, high-demand environment.

Administrative & operational support
• Provide high-level administrative assistance including:
o Drafting communications
o Document preparation and review
o Translation of materials
o Managing inbox correspondence
o Creating purchase orders
• Proactively identify opportunities for process improvement and suggest or implement efficiency measures.

Meeting & presentation preparation
• Plan and organize key meetings, take minutes, and ensure timely follow-up.
• Prepare meeting materials and presentations.
• Conduct background research to support informed decision-making.

Internal & external liaison
• Serve as a professional point of contact for internal and external stakeholders.
• Welcome visitors, manage correspondence, and ensure interactions reflect a high standard of service and confidentiality.

Board & Committee support :
• Schedule all Board and Committee meetings and maintain up-to-date calendars.
• Organize and coordinate (off-site) Board meetings and strategic sessions, handling logistics, catering, and IT support.
• Oversee the organization of the Annual General Meeting (AGM) in collaboration with relevant internal teams.
• Maintain and regularly update Board contact lists.
• Prepare and revise Board manuals and onboarding documents for new members.

Board Members & Chair assistance:
• Provide logistical and administrative support to Board members:
o Travel arrangements
o Facility access
o Meeting materials and resources
• Support expense management, compliance paperwork, and onboarding of Board members.
• Ensure identification badges, access, and other necessities are in place.
• Coordinate travel and expenses for the Chair.
• Oversee financial administration related to the Board and Committees.
• Handle official correspondence, manage electronic signatures, and liaise with external institutions or government offices.

General Administrative & operational support
• Draft internal and external communications, perform translations, and conduct research when needed.
• Greet visitors with professionalism and handle all communications efficiently.
• Coordinate with shareholders, external partners, auditors, and service providers.
• Proactively identify opportunities to improve team processes and support functions.

• 5–10 years of experience in a similar role, supporting senior leadership in a high-performing, professional setting.
• Highly organized, methodical, and reliable in managing responsibilities and sensitive information.
• Demonstrates discretion, professionalism, and strong interpersonal skills.
• Open-minded, proactive, enthusiastic, and eager to learn.
• Strong time management, communication, and organizational skills
• Fluent in French, Dutch, and English.
• Proficient in Microsoft Office and quick to adapt to new tools or systems.
• Strong attention to detail with a critical and analytical mindset.
• Able to work independently, manage pressure, and meet tight deadlines.
• Flexible and willing to expand responsibilities based on motivation and initiative.
• Team-oriented and acts as a reliable back-up for colleagues during absences.
• No 9-to-5 mentality; adaptable to changing priorities and schedules.
• Comfortable working with top management and in high-stakes environments.
• Maintains a positive attitude, fosters a constructive work atmosphere.
• Strong service orientation, committed to delivering top-quality support.
• Collaborates closely with the Executive Assistant to the Group CEO to align calendars and priorities.
• Experienced in fast-paced, international organizations and able to navigate complex internal dynamics.
• Has a hands-on mentality and drives solutions forward with confidence and energy.

Like a long-awaited parcel, we want to make you feel welcome and valued. Our offer includes a competitive monthly salary, that goes without saying. On top of that, you can count on:

• Meal vouchers of €8 per working
  day 
• Hospitalization-, group- and
  disability insurances 
• A phone subscription, including
  25GB data 
• A flexible renumeration plan,
  which allows you to customize your own benefits. A company car, bike
  leasing, public transportation, extra days off,... the choice is yours 
• Possibility to enter the
  Federal Mobility plan 
• Work/life balance, thanks to
  flexible working hours and the possibility to work from home  
• 20 days of statutory leave and
  7 additional extralegal days off  
• An end-of-year and
  performance-based bonus and double holiday pay  
• Many benefits from more than 100 bpost-partners