Executive Assistant Office Manager

About Us

We are a Brussels-based private equity fund-of-funds serving a sophisticated Belgian investor base. The team is small, diverse and collaborative. Discretion is not a slogan but a working principle. We value people who take pride in doing things properly, whether that is setting up a board meeting or ensuring we have proper coffee at the office.

The Role

The Executive Assistant & Office Manager provides senior executive support while delivering a consistent, polished client experience. This is a visible role: our investors will meet you, rely on you at events and expect the same level of calm precision they receive from the rest of the team.

You will also take responsibility for maintaining the integrity of our CRM. The data you handle is confidential, commercially sensitive and central to how we manage our relationships. Accuracy and judgement are essential.

You will work closely with our existing Executive Assistant & Office Manager, who leads our middle office and liaises with accounting and audit. The two of you will operate as a coordinated unit with clear responsibilities and shared standards. Flexibility is key; tasks range from processing capital calls to ordering printer toner.

Key Responsibilities

• Manage calendars, meetings and priorities for senior leadership.
• Organise both formal and social client events.
• Arrange travel and logistical support for the team.
• Prepare board and committee materials; take minutes; ensure follow-up on action points.
• Input, maintain and safeguard confidential CRM data with precision.
• Support KYC and AML processes in coordination with the middle office.
• Assist with the processing of capital calls and distributions.
• Oversee day-to-day office operations: supplies, suppliers, invoice vetting and budgets.
• Work in tandem with the existing EA/Office Manager on administrative governance and liaison with accounting and audit.
• Contribute to a collegial, politics-free environment.

Profile

• Experience in a senior administrative or executive support role with client exposure.
• Strong interpersonal skills and comfortable representing the firm externally.
• Discreet, reliable and attentive to detail.
• Flexible and willing to handle a wide range of tasks.
• Enjoys working in a small, cosmopolitan team.
• Interest in art and culture is an advantage.
• Fluent in Dutch/Flemish, English and French; English is our working language.
• Sound command of MS Office; familiarity with CRM systems and compliance processes is welcome.

What We Offer

A central role in an international investment team where standards are high, hierarchy is light and mutual support is expected. Salary and benefits are market conform. We have a solid business with strong recurrent revenue, so we can offer stability and peace-of-mind as well.

While we embrace change and technology, we are slightly old-school so we would prefer it if you were to send a CV and motivation letter to sam@toptieraccess.com.