Assistant To Head Of Strategic Planning And Perfomance Management, Head Of Entreprise Data Office
Brussels Area, Belgium
• Managing extensive diaries Organising extensive clients and internal meetings and conference calls; including participants in different time zones. Using initiative in rescheduling meetings at short notice to secure priority meetings thus maximizing managers’ time. Effectively communicating changes and preparing necessary support material and presentations for meetings – respecting high confidentiality when appropriate.• Secretary of several meetingsPreparing agenda, powerpoint presentations and taking minutes• Managing the office meeting rooms bookings and organising catering and refreshments if needed.• Coordinating complex national and international travelFlights, transfers, trains and hotel. Creating detailed itineraries; agendas, location maps and contact lists. Remaining calm and thinking ahead in managing multiple last minute changes.• Monitoring budget thanks to the dedicated tool Ariba, creating the purchases orders for the Financial Direction, analysing invoices and having regular contacts with suppliers.• Processing personal expenses in a timely manner.• First point of contact and gatekeeper for the teams, daily telephone communications with externals and internals at all levels. Updating Outlook contacts folders accordingly.• Responding to postal and electronic mail on my managers' behalf or forwarding to the relevant individuals for a prompt response.• Coordinating team events which included searching and organising accommodation, creating mail merges invitations, organising catering, processing invoices and payments in a timely manner.• HR coordinator for the Financial Direction (200 headcounts)Participating to the recruitment process with HR; creating welcome packs for new starters; ensuring the respect of the assessment process; analyzing Employees Satisfaction Survey reports.• Other duties include ordering business cards, creating electronic distribution lists, organising national and international couriers, faxing and printing.
