Executive Assistant – Brussels Office

The Team

The Brussels office of GA is located in the European District. Our team (<20 people) work together in a collaborative and friendly atmosphere. Furthermore, our work environment has an international feel as Grimaldi Alliance has a global network of offices in over 60 cities. We work in particularly close cooperation with the Italian offices. We provide the world’s preeminent corporations and financial institutions with a full law service.

We're looking for people who are innovative, commercial and value the work that they do. We value difference and actively promote a culture of respect for each individual, encouraging and creating inclusion.

The Role As part of our high-performance culture, the ideal candidate for the secretary/assistant role is organised, proactive and team oriented. You will organise and execute the day-to-day administration and office support for the team, as described below, working closely with our secretaries and with the Office Manager.

This is a permanent and full/part-time role.

Responsibilities include (but are not limited to):

• Preparing meetings, including booking meeting rooms, arranging food and beverages, setting up video/audio and other equipment, etc;
• Using document management software (Microsoft Office, including Word, PowerPoint and Excel, PDF Docs, Adobe etc.);
• Ordering courier services and taxis;
• Preparing correspondences (letters, emails) ;
• Assisting in office management tasks: reception of providers/clients, ordering supplies, keeping inventories up to date, archiving, etc;
• Maintaining office equipment as needed;
• Maintaining supply inventory ;
• Keeping lists of contacts up to date;
• Printing, scanning, and binding of documents;
• Schedule appointments, meetings, and reservations as needed;
• take care of the office environment

Abilities

• At least 2-3 years of experience in similar roles is required (preferably in Law Firms)
• Fluent English – mandatory; Dutch - a plus; Italian – a plus;
• Solid communication skills, both written and verbal.
• Ability to organise, multitask and prioritise;
• Proficient in Microsoft Pack (Word/Excel/ PowerPoint/Outlook);
• Ability to multitask and manage multiple priorities effectively;
• Ability to maintain confidentiality and handle sensitive information with discretion;
• Ability to adapt to changing priorities and work in a fast-paced environment;
• Able to work independently ;
• Problem solving mindset ;
• Honesty, trustworthiness, and respectfulness.