Executive Assistant (Dutch & English)

About the role

We are looking for a proactive Executive Assistant to support senior stakeholders in Mechelen, Belgium. Working in a hybrid model, you will ensure smooth day‑to‑day operations, combine executive assistance, administration, event coordination and office management, and act as a reliable “jack‑of‑all‑trades” for the organization.

Key responsibilities

• Manage complex agendas for multiple senior stakeholders and coordinate meetings, rooms, materials and logistics.
• Oversee shared mailbox, prioritize requests and handle administrative follow‑ups such as purchase orders, travel arrangements and onboarding processes.
• Support hiring logistics, including equipment provisioning and onboarding coordination.
• Organise internal and external events, handling all practical aspects from logistics to communication and post‑event follow‑up.
• Maintain office supplies, manage facilities topics (badges, deliveries, post, vendors) and ensure an organised workspace.
• Provide ad‑hoc project support, including learning‑and‑development initiatives and cross‑team operational assistance.
• Act as the central point of contact for internal and external stakeholders to guarantee clear and structured communication.

Required profile

• 4–5 years of proven experience as an Executive or Management Assistant.
• Experience in a dynamic environment with multiple stakeholders.
• Strong organisational and planning abilities, capable of handling a high workload and multiple priorities.
• Hands‑on, proactive mindset with the ability to work independently and take ownership.
• Fluent in Dutch and English, with a flexible approach to working hours.

Required skills

• Microsoft Office 365 (especially Outlook)
• Familiarity with Copilot or other automation tools