Executive Assistant

Are you an organized, proactive and hands-on Executive Assistant who thrives in a fast-paced and evolving environment? An international, small-sized non-profit organization active in the medical sector is looking for an Executive Assistant to support its team. You will join a dynamic, startup-like environment, where priorities evolve quickly and flexibility is key.

Your Role as Executive Assistant

You will be the go-to person ensuring everything runs smoothly for a highly mobile and international team:

• Organizing meetings and managing agendas
• Coordinating frequent travel (logistics, bookings, detailed planning)
• Anticipating needs and preparing everything in advance (clear instructions: where to go, what to do, when, how)
• Providing general administrative support to facilitate daily operations
• Improving and simplifying internal processes (automation, digital tools, AI-friendly mindset)
• Working autonomously with a high level of ownership and initiative

Finance-related tasks:

• Proactively collecting invoices from various channels (emails, platforms, suppliers, etc.)
• Accurate data entry in Odoo (accounts, VAT, suppliers)
• Managing expense reports (Visa statements, receipts, follow-up)
• Ensuring data accuracy and proper organization of financial documents

Your Profile as executive assistant

• 0 to 5 years of experience in a similar role
• Fluent in French and English
• Strong organizational skills and attention to detail
• Proactive, autonomous and solution-oriented mindset
• Comfortable in a flexible, fast-changing environment
• Interest in digital tools, automation, and AI is a strong plus
• Strong communication skills and team spirit
• Comfortable handling numbers and precise administrative tasks

What’s in It for You?

• A dynamic, international and human-sized organization
• A varied role with real impact and ownership
• A startup-like environment: flexible, transparent and evolving
• Temporary contract with long-term (permanent) perspective
• Hybrid setup: 3 days on-site (Monday, Tuesday, Thursday)
• A good salary package with advantages (Lunch Vouchers, net allowances, refund of public transport, etc).

A great opportunity for someone who enjoys organizing, anticipating, improving processes and making others’ lives easier in a meaningful and fast-paced environment.

Robert Walters is the trading name of Robert Walters People Solutions NV. All legal requirements can be found here.