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Executive Management Assistant - Belgium  

Company managed [?] Still accepting applications
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Posted on : 25 April 2017

Project Description

Administration 
  • Support in team calendar management, facilities and travel for the C&B team 
  • Management of C&B related administration (filing, mail follow-up, invoice follow-up) 
  • C&B and mobility budget management, including creation of purchase orders and requisitions, regular interactions with financial controller, regular monitoring and updates to the C&B management, as well as memberships maintenance 
  • Assistance in the maintenance of external vendor contracts 
  • International Mobility team support:   
    • liaison with external vendors including tax consultants 
    • creation of profiles in tax consultant tool (GA Deloitte) 
    • maintenance of expat health insurance 
    • tax payments coordination 
    • relocation coordination 
    • candidate visit planning (travel & taxis bookings) 
    • recharging of invoices to internal departments 
    • circulate contracts for signature 
    • e-payments requests     
  • Effective use of HR Information Systems   
    • ensuring integrity and consistency of databases for executive population 
    • conducting data queries to extract and organize large amounts of confidential and sensitive information from specialized databases or information sources 
    • draw up specific reports for committees or boards     
  • Formatting of C&B communication materials using company style-guides (policies, presentations, communication letters) 
  • Posting of documents on internal websites 
  • Involvement in the Executive promotion process (planning quarterly actions, preparation files, follow up, implementation, letters)  
  


Customer service/communication 
  • Liaising with company leadership team, HR teams and external providers such as consultants, lawyers, relocation companies, etc. 
  • Answering routine day-to-day inquiries concerning C&B and mobility topics from internal customers, ensuring confidentiality of information 
  • Providing assistance and back-up to colleagues 
  • Programs and projects:   
    • Contributing to the development, implementation and optimization of Comp & Ben policies, processes, procedures and tools; 
    • Contributing towards preparation of annual compensation processes: salary review, bonus plans, equity grants 
    • C&B process improvement and organization of infrastructure (eg. network drives, SharePoint) 
    • Collaboration with the HR team on projects and employee initiatives 
    • Support on collecting information on specific projects (M&A, audits, etc.) 
    • Supporting preparation of the annual report remuneration statement     
  


QUALIFICATIONS   
  • Bachelor’s degree or related discipline or equivalent work experience 
  • Preferably one to three years of relevant Human Resources work experience in the areas of compensation and/or benefits, in a professional environment 
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint), Outlook and Sharepoint.  Knowledge of SAP and Success Factors a plus.  
  


SKILLS/COMPETENCIES   
  • Strong administrative, communication and organizational skills 
  • High level of attention to details 
  • Integrity and reliability 
  • Ability to work with highly confidential issues with discretion 
  • Strong customer service orientation. Highly responsive 
  • Ability to work effectively with others, internally and externally. Adaptable communication style 
  • Orientation toward working in a team-based environment to execute C&B deliverables 
  • Fluent in English : excellent spoken and written skills (French and Dutch a plus) 
  • Accountable and entrepreneurial with a can-do attitude 
  • Committed to quality and continuous improvement 
  • Able to work effectively in a global business environment of a multinational HQ  
  


ORGANISATION AWARENESS   
  • Proactively develop an in depth insight in our  organisation, activities and products including an understanding of organization structure, governance and key stakeholders 
  • Able to apply company policies, procedures and regulations related to the C&B function 
  • Act according to the company values  
  

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