Executive Assistant

Our client is a European industry federation based in the heart of the EU quarter in Brussels. They are looking for a highly professional Executive Assistant who will work closely with both the Chief Executive Officer and the Deputy Chief Executive Officer.

This is a temporary project for minimum 2 months.

The role

In this position, you will be the right hand of the CEO and Deputy CEO, ensuring their days run smoothly and efficiently. You will manage their agenda, coordinate meetings and travel, act as a key point of contact for internal and external stakeholders, and provide hands-on support in the office and at events.

This is a role for someone who enjoys being at the centre of things, can juggle multiple priorities and understands the importance of discretion, service and reliability.

Key responsibilities

Executive support & agenda management

• Manage and coordinate complex calendars for the CEO and Deputy CEO, ensuring they are fully briefed for all commitments.
• Act as a first point of contact and “gatekeeper”, prioritising requests and facilitating smooth communication between the executives, staff, members and external partners.
• Prepare and draft correspondence (emails, letters, brief notes and simple reports).

Meetings, travel & logistics

• Organise internal and external meetings, from small one-to-one calls to high-level meetings and board-related activities.
• Arrange travel (flights, trains, accommodation, transfers), itineraries and detailed agendas.
• Collect and compile briefing materials and documents for meetings and events.
• Coordinate the practical set-up of meetings (rooms, catering, technical support) and ensure everything runs seamlessly.

Administration & data management

• Prepare and process expense reports and purchase orders.
• Maintain and archive executive files and documentation in an organised, up-to-date way.
• Work with internal data systems (e.g. CRM) to keep records accurate.

On-site & personal support

• Support the CEO and Deputy CEO during conferences, exhibitions, seminars and workshops, including on-site coordination.
• Ensure they are well supported during the day when in the office (e.g. practical support such as arranging refreshments or lunch when needed).
• Provide personal assistance to the CEO for specific matters (e.g. weekend check-ins, administrative follow-up, medical-related paperwork).

Your profile

• Flexible and adaptable, able to respond to changing priorities with calm and professionalism.
• Strong sense of confidentiality and discretion in dealing with sensitive information and high-level stakeholders.
• Demonstrated experience supporting senior executives in a similar assistant or PA role.
• Excellent interpersonal skills and the ability to build trustful relationships with staff, board members, members and external partners.
• Service-oriented attitude: you take pride in anticipating needs and providing a high level of support.
• Strong organisational skills and attention to detail; able to manage multiple tasks and deadlines simultaneously.
• Comfortable working both independently and as part of a team.
• Very good IT skills, particularly MS Office and Outlook; experience with CRM tools is an asset.
• Proactive, solution-focused and hands-on – you see what needs to be done and act on it.

What’s on offer

• A pivotal role at the heart of a European federation, working closely with top leadership.
• An international, dynamic environment in the Brussels EU quarter.
• Ideally start date Dec 8, 2025 until end of January. Can be extended.
• Regime : 4/5 or 3/5
• Flexible working hours, hybrid role