Payroll Officer
Location: Mont-Saint-Guibert, Belgium
Experience: 1-3 years
Contract: Full‑time
WESTPOLE is looking for an Executive Assistant to provide high-level support to its CEO across Belgium and Luxembourg.
In this role, you will act as a trusted partner to the CEO, ensuring the smooth management of priorities, communications, meetings, travel, and executive administration across a multi-entity organization of approximately 300 employees. You will play a key role in coordinating activities between leadership and business teams, preparing executive communications and management materials, and ensuring the efficient follow-up of strategic initiatives. This position requires strong organizational skills, discretion, exceptional attention to detail, and the ability to manage multiple priorities in a fast-paced and dynamic environment.
Your Responsibilities
Executive Support & Coordination
- Manage and prioritize a complex executive calendar, ensuring effective scheduling and alignment with business priorities
- Coordinate meetings, appointments, and leadership events across multiple stakeholders
- Serve as a key liaison between the CEO and internal and external stakeholders
- Ensure timely follow-up on actions, decisions, and business priorities
Meetings & Communications
- Prepare meeting files, briefing notes, presentations, and supporting documentation for executive meetings
- Draft and review communications on behalf of the CEO
- Organize management meetings, leadership events, and strategic workshops
- Take meeting minutes, track action items, and monitor follow-up activities
Travel & Administration
- Organize domestic and international travel arrangements, including logistics and itineraries
- Manage executive administration and related documentation
- Support internal communications initiatives and management presentations
- Ensure confidentiality and accurate handling of sensitive information
Reporting & Business Support
- Leverage strong analytical skills and Excel expertise to monitor operational and financial performance indicators
- Prepare reports, dashboards, and presentations to support decision-making
- Assist in coordinating projects and initiatives across departments and legal entities
Your Profile
- Bachelor's or Master's degree, preferably in Business Administration, Management, Communication, Office Management, or a related field.
- 1 to 3 years of experience in an Executive Assistant, Management Assistant, Office Manager, or similar role
- Excellent organizational and time-management skills, with the ability to manage competing priorities
- Strong written and verbal communication skills
- High level of discretion, professionalism, and confidentiality
- Strong stakeholder management and coordination capabilities
- Advanced knowledge of Microsoft Office, particularly Excel and PowerPoint
- Fluent in French and English, Dutch is a strong asset
What We Offer
- Attractive salary package with additional benefits
- A culture that values curiosity, depth, and initiative
- Opportunities for continuous learning and certifications
- Flexible, modern working conditions
Job Types: Full-time, Permanent contract
Work Location: Hybrid remote in Mont-Saint-Guibert
