Management Assistant – Technical Team (Antwerp)

About the role

The Management Assistant will support the Technical department at EXMAR's Antwerp headquarters, ensuring smooth daily operations and allowing engineers and supervisors to focus on their core tasks. Reporting to the Chief Technical Officer, you will act as a central hub for administrative, budgeting, and coordination activities.

Key responsibilities

• Prepare and maintain budget overviews for project man‑hours and subcontractors, track expenses and liaise with accounting.
• Serve as primary contact for local agents and act as trustee for site team supervisors.
• Initiate and manage consultancy contracts and coordinate onboarding of new site team members.
• Organise travel logistics and visa applications for team members.
• Assist in organising technical workflows and manage document handling, including scanning, distribution and filing.
• Prepare, streamline and format internal communications and handle ad‑hoc administrative requests.
• Manage team agendas, schedule meetings, arrange meeting rooms and welcome visitors.
• Support EXMAR events, team‑building activities and student internships on board vessels or at new‑build yards.
• Manage group email inbox and traditional mail.

Required profile

• Degree in administration with at least 3 years of general administrative support experience.
• Excellent proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Knowledge of Microsoft SharePoint is a plus.
• Strong problem‑solving abilities and capacity to work autonomously in a fast‑paced environment.
• High attention to detail, organisational skills and proactive attitude.
• Fluent in written and spoken English and Dutch.

Required skills

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft SharePoint

What we offer

• International, dynamic and innovative work environment.
• Competitive salary with a comprehensive benefits package.
• Opportunities for personal development through in‑house and external training.
• Location at EXMAR’s head office in Antwerp.