Executive Assistant to the CEO

Are you ready to step into a high-impact role at the heart of executive leadership? As the Executive Assistant to our CEO, you won’t just manage a calendar – you’ll be a trusted partner and strategic force, enabling the CEO to lead and focus on priorities by expertly handling the demands of a fast-moving, dynamic environment.

From managing his full agenda and logistics planning to supporting in meetings and general administrative tasks, you will have this rare opportunity to work along with an ambitious and inspiring CEO who is looking for drive, excellence and compassion.

The position will be based at our Headquarters in Wavre, Belgium, with the need to be in our office in Transinne, a village in the Belgian municipality of Libin, at least once a week. Please note that the responsibilities of the role don't allow hybrid/homeworking model.

Tasks and activities

The scope of work will include:

• Full responsibility and accountability over the management of the calendar. Handling various meeting requests and appointment autonomously under minimum supervision.
• Handle an ever-evolving agenda across multiple time zones, coordinate high-level internal and external meetings, anticipate conflicts, and proactively propose solutions.
• Organize and follow through on travel planning for meetings and events (including multi-leg itineraries, visas, accommodations); manage last-minute changes with calm and precision.
• Prepare meeting documents, take concise and accurate minutes, register actions and ensure proper follow-up on action points.
• Assist with sensitive and strategic projects; conduct basic research and prepare briefings or presentations as needed.
• Support the organization of executive meetings, board sessions, and leadership offsites by assisting with logistics and hospitality arrangements, meeting coordination’s, preparation of reports and other communications.
• Attending board meetings, taking notes and registering action.
• Handle confidential information and sensitive topics with the utmost discretion at all times.
• Support on general administrative tasks, as and when needed.

Skills and experience

The following skills and experience are mandatory:

• University Degree (Bach or Master's) or equivalent qualification (Haute Ecole, etc.) in a relevant domain.
• At least 5 years proven experience in supporting C-level executives in a fast-paced, international environment, or experience in an administrative support or office management function.
• Mastery of Microsoft Office applications including MS Teams and SharePoint.
• Experience in other digital communication platform such as messaging apps, video conferencing platforms, etc.
• Strong level of autonomy and able to take the right decisions.
• Excellent interpersonal skills and ability to adapt to different stakeholders.
• Proven experience and proficiency in calendar management; experience in project management would be a plus.
• Outstanding organizational, planning, and multitasking abilities, with strong time management skills and the ability to prioritize tasks and meet deadlines effectively.
• Ability to adapt and remain flexible while maintaining composure under pressure or during challenging situations.
• Attention to detail with the ability to be accurate in performing the tasks required especially in calendar management, dealing with urgencies and in written communication.
• Fluent in English and French, both written and spoken.
• The role demands absolute discretion, integrity, and sound judgment, with a proven ability to manage sensitive and confidential information with the utmost care.

Why should you apply?

• You will have the opportunity to work within leading space organisations across Europe.
• We encourage everyone to think outside the box and to push the boundaries of traditional knowledge. This role is an opportunity to join a forward-thinking company and allows for a deeper understanding of the industry.
• To be part of a company that values integrity, inspiration, care and collaboration.
• Benefits include: competitive remuneration packages; unique career opportunities, including working in other countries; access to training and development programmes; flexible relocation support.

We welcome applications from people with disabilities, members of ethnic minorities, all genders, LGBTQ+ individuals and ex-service personnel.