Function

We are looking for a proactive Administrative Assistant with the necessary experience and enthusiasm to support two of our senior managers in the IT Department. You will have a varied range of tasks and interesting responsibilities. You will be your colleagues’ right hand and ensure that administrative files are up to date and that follow-up is smooth. 

As an administrative assistant, you will:

• Manage the agendas of senior managers and keep them proactively updated, ensuring efficient planning and organisation of activities for the team.
• Monitor, sort, and handle emails and correspondence, ensuring timely follow-up and response as needed.
• Schedule calls and meetings with internal and external (including international) stakeholders, and handle reservations for meeting rooms and locations.
• Organise and coordinate team meetings: set agendas, circulate necessary documents (e.g., via SharePoint), track action points, and ensure effective follow-up.
• Plan and organise team activities and team-building events: select venues, coordinate agendas with team members, negotiate with suppliers, handle invoices, and liaise with the catering team and other service providers.
• Manage travel arrangements: book flights, hotels, and transport; register for conferences or events; process and follow up on related invoices.
• Handle purchase orders in SAP and other systems, ensuring smooth procurement processes and supporting effective budget tracking for each department.
• Conduct various ad-hoc administrative tasks, such as access management, supply ordering, managing subscriptions, etc.
• Support new colleagues by organising their onboarding process and offering ongoing administrative assistance when they join Elia.
• Maintain regular contact with other internal departments and external partners.

Your Profile

• You have a bachelor’s degree in office management or a related field, and/or have relevant administrative experience.
• You bring several years of experience as an administrative assistant or in a similar support role.
• You have excellent skills in MS Office applications and quickly master new IT tools.
• Knowledge of SAP and experience with digital collaboration platforms (e.g., SharePoint) would be an advantage.
• You work independently, are proactive, and readily show initiative.
• You are structured, organised and accurate and able to prioritise the organisation and planning of your work.
• You enjoy the challenge of flexibility in your daily work and remain calm under pressure.
• You are sociable, have a customer-focused approach, and demonstrate strong communication skills with both internal and external stakeholders.
• You are fluent in French or Dutch and have a good working knowledge of the other national language or are willing to learn. Proficiency in English is a plus.

Offer

You will receive the following perks: 
 
Salary: a competitive salary package, year-end bonus, double vacation pay, meal vouchers (€8 per working day) and a bonus based on group results. 
Insurance: group insurance, hospitalisation insurance and ambulant care for the whole family. 
Vacation: you will be entitled to 20 vacation days and 13 additional vacation days. 
Social fund: Year-end vouchers, birth and marriage allowances. We will also cover part of the cost of glasses, a dental prosthesis or other medical needs. 
Communication: you will be given an iPhone, a phone subscription (for work and private use) and a laptop. 
Discounts: you will enjoy a 30% discount on your gas and electricity bill. 
Mobility: you will be given a season ticket for public transport or a contribution to the cost of commuting to and from work as concessionary travel (66% of the cost of a second-class monthly train season ticket). 
Elia shares: Elia will give you the opportunity to subscribe to shares with a discount of 16.66% on the average share price. 

Location

Emperor - Keizerslaan (close to Central Station) + homeworking