Sr Executive Committee ( ExCo) Assistant at The Belgian Post Group (bpost)

Brussels, Brussels, Belgium -

Full Time

Start Date

Immediate

Expiry Date

27 Jan, 26

Salary

0.0

Posted On

29 Oct, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Travel Management, Administrative Support, Process Improvement, Meeting Preparation, Presentation Preparation, Liaison Skills, Logistical Coordination, Expense Management, Communication Skills, Fluency in French, Fluency in Dutch, Fluency in English, Microsoft Office Proficiency, Attention to Detail, Time Management, Interpersonal Skills

Industry

Logistics;Transportation;Supply Chain and Storage

Description

What will you do? As a Senior Executive Committee (ExCo) Assistant, you hold a dual responsibility: providing dedicated support to the CEO of 3PL while also assisting the Chair of the Board of Directors. In this pivotal role, you manage complex schedules, organize high-level meetings, and coordinate logistics for both individuals, ensuring seamless operations and effective communication across the executive and board functions. Key responsibilities Support for CEO 3PL : Calendar & travel management • Manage a complex and dynamic calendar with a clear overview of shifting priorities. • Coordinate internal and external meetings, international engagements, leadership team sessions, and business travel. • Ensure optimal scheduling in a fast-paced, high-demand environment. Administrative & operational support • Provide high-level administrative assistance including: o Drafting communications o Document preparation and review o Translation of materials o Managing inbox correspondence o Creating purchase orders • Proactively identify opportunities for process improvement and suggest or implement efficiency measures. Meeting & presentation preparation • Plan and organize key meetings, take minutes, and ensure timely follow-up. • Prepare meeting materials and presentations. • Conduct background research to support informed decision-making. Internal & external liaison • Serve as a professional point of contact for internal and external stakeholders. • Welcome visitors, manage correspondence, and ensure interactions reflect a high standard of service and confidentiality. Board & Committee support : • Schedule all Board and Committee meetings and maintain up-to-date calendars. • Organize and coordinate (off-site) Board meetings and strategic sessions, handling logistics, catering, and IT support. • Oversee the organization of the Annual General Meeting (AGM) in collaboration with relevant internal teams. • Maintain and regularly update Board contact lists. • Prepare and revise Board manuals and onboarding documents for new members. Board Members & Chair assistance: • Provide logistical and administrative support to Board members: o Travel arrangements o Facility access o Meeting materials and resources • Support expense management, compliance paperwork, and onboarding of Board members. • Ensure identification badges, access, and other necessities are in place. • Coordinate travel and expenses for the Chair. • Oversee financial administration related to the Board and Committees. • Handle official correspondence, manage electronic signatures, and liaise with external institutions or government offices. General Administrative & operational support • Draft internal and external communications, perform translations, and conduct research when needed. • Greet visitors with professionalism and handle all communications efficiently. • Coordinate with shareholders, external partners, auditors, and service providers. • Proactively identify opportunities to improve team processes and support functions. Who are you? 5–10 years of experience in a similar role, supporting senior leadership in a high-performing, professional setting. Highly organized, methodical, and reliable in managing responsibilities and sensitive information. Demonstrates discretion, professionalism, and strong interpersonal skills. Open-minded, proactive, enthusiastic, and eager to learn. Strong time management, communication, and organizational skills Fluent in French, Dutch, and English. Proficient in Microsoft Office and quick to adapt to new tools or systems. Strong attention to detail with a critical and analytical mindset. Able to work independently, manage pressure, and meet tight deadlines. Flexible and willing to expand responsibilities based on motivation and initiative. Team-oriented and acts as a reliable back-up for colleagues during absences. No 9-to-5 mentality; adaptable to changing priorities and schedules. Comfortable working with top management and in high-stakes environments. Maintains a positive attitude, fosters a constructive work atmosphere. Strong service orientation, committed to delivering top-quality support. Collaborates closely with the Executive Assistant to the Group CEO to align calendars and priorities. Experienced in fast-paced, international organizations and able to navigate complex internal dynamics. Has a hands-on mentality and drives solutions forward with confidence and energy. What do we offer? Like a long-awaited parcel, we want to make you feel welcome and valued. Our offer includes a competitive monthly salary, that goes without saying. On top of that, you can count on: Meal vouchers of €8 per working day Hospitalization-, group- and disability insurances A phone subscription, including 25GB data A flexible renumeration plan, which allows you to customize your own benefits. A company car, bike leasing, public transportation, extra days off,... the choice is yours Possibility to enter the Federal Mobility plan Work/life balance, thanks to flexible working hours and the possibility to work from home 20 days of statutory leave and 7 additional extralegal days off An end-of-year and performance-based bonus and double holiday pay Many benefits from more than 100 bpost-partners #bpost ##bpostgroup #LI-BP1

Responsibilities

The Senior Executive Committee (ExCo) Assistant provides dedicated support to the CEO of 3PL and assists the Chair of the Board of Directors. This role involves managing complex schedules, organizing high-level meetings, and coordinating logistics to ensure effective communication and seamless operations.