Management Assistant

at  IMEC Inc

Business Development - Leuven | Just now
Contribute to the smooth functioning of imec’s Business Development Department by providing administrative and organizational support.
What you will do
Imec’s Business Development team Department is currently looking for a Management Assistant to assist the directors, the group leaders, the team managers, and the rest of the large team. The entire department will rely on the MA for a smooth functioning by offering administrative and organizational support.

Your responsibilities are:

• Manage and monitor the agendas of the directors.
• Coordinate and organize internal and external meetings, conferences, business trips, business lunches & dinners, project & team events, etc.
• Proactive follow-up of different workflows (purchase requests, travel requests, external workforces, etc).
• Support onboarding activities for new employees or those who exit imec.
• Team meeting support (prepare agenda and presentations, keep minutes, …) and digital workspaces of the teams.
• Manage and monitor the incoming and outgoing correspondence.
• Support the managers and team members in financial processes (ordering, invoice handing, memberships).
• Prepare and keep track of the department budget.
• Act as go-to person and provide solutions for general support, advice, questions and needs.
• Shipment of goods document preparation.
• Perform various operational and administrative tasks (order & stock management of stationery, desk- and pc allocations) for the UPM/MIDA members.
• Manage the reporting of the UPM/MIDA publications.

What we do for you
We offer you the opportunity to join one of the world’s premier research centers in nanotechnology at its headquarters in Leuven, Belgium. With your talent, passion and expertise, you’ll become part of a team that makes the impossible possible. Together, we shape the technology that will determine the society of tomorrow.
We are committed to being an inclusive employer and proud of our open, multicultural, and informal working environment with ample possibilities to take initiative and show responsibility. We commit to supporting and guiding you in this process; not only with words but also with tangible actions. Through imec.academy, ’our corporate university’, we actively invest in your development to further your technical and personal growth.
We are aware that your valuable contribution makes imec a top player in its field. Your energy and commitment are therefore appreciated by means of a market appropriate salary with many fringe benefits.

Who you are

• You have ample experience as a management assistant.
• You have excellent organizational skills, you can multi-task and prioritize efficiently.
• You are hands-on and stress resistant.
• You like to get things done in the most efficient way.
• You can connect well with others and can easily build a relation of trust.
• You are assertive in a diplomatic way.
• You are a team-player but are also able to work on your own and take initiative.
• You have excellent communication skills in Dutch & English (verbal and in writing).
• You are proficient with Microsoft office (Outlook/Word/PowerPoint/Excel/Teams), SharePoint, One Drive – experience with Power BI is a plus as well as with SAP.

IMEC and its affiliates will not accept unsolicited resumes from any source other than directly from a candidate. IMEC will consider unsolicited referrals and/or resumes submitted by vendors such as search firms, staffing agencies, professional recruiters, fee-based referral services and recruiting agencies (hereafter “Agency”) to have been referred by the Agency free of charge. IMEC will not pay a fee to any Agency that does not have a prior written agreement with IMEC, validated by its HR department, in place regarding a specific job opening and allowing to submit resumes.

• Manage and monitor the agendas of the directors.
• Coordinate and organize internal and external meetings, conferences, business trips, business lunches & dinners, project & team events, etc.
• Proactive follow-up of different workflows (purchase requests, travel requests, external workforces, etc).
• Support onboarding activities for new employees or those who exit imec.
• Team meeting support (prepare agenda and presentations, keep minutes, …) and digital workspaces of the teams.
• Manage and monitor the incoming and outgoing correspondence.
• Support the managers and team members in financial processes (ordering, invoice handing, memberships).
• Prepare and keep track of the department budget.
• Act as go-to person and provide solutions for general support, advice, questions and needs.
• Shipment of goods document preparation.
• Perform various operational and administrative tasks (order & stock management of stationery, desk- and pc allocations) for the UPM/MIDA members.
• Manage the reporting of the UPM/MIDA publications