Ashfield Healthcare

We’re looking for a dynamic and hands-on administrative assistant for a pharmaceutical company based in Flanders, Leuven.

The core responsibilities of this role is to ensure the highly effective operation of all aspects of the office, to support the Head of Commercial BeNeLux, his team and the HR team of BeNeLux in all administrative tasks required and PO management.

Does this sound interesting to you and you would like to learn more? Then apply on our website or via Linkedin and we’ll gladly help you further. More information via benelux@talent.inizioengage.com.

Job Description

·       Facilities Management :

• Manage office layouts and space allocation to support efficient workflows
• Coordinate with department heads on space requirements and adjustments
• Working with Key Suppliers to ensure the Office is well maintained
• Ensure that material and desks are allocated for all new starters
• Managing Facilities budget
• Welcome visitors and staff in accordance with the procedures in force: checking visitors' access to the meeting point (visitor badge, identity check, etc.), providing information, guidance and orientation
• Point of contact for new joiners’ induction and office health and safety
• Point of contact for IT and manage stocks and needed material for the teams
• Answer the phone : taking messages, communicating information in accordance with current procedures.
• Manage mail (letters and parcels), registered mail and parcels, as well as couriers.
• Ensure the Reception area runs smoothly
• Management and coordination of office supplies

·       Support of the Belgium Commercial team & the HR BeNeLux team :

• Schedule management, travel booking, room reservations, organisation of meetings and conferences
• Raise POs for all needed suppliers and monthly management of invoices,
• Process invoices appropriately
• Liaise with Account Payable to ensure payments are made within timelines
• Manage the legal mail and registration needed for the Amsterdam entity
• Support on administrative HR tasks for the Benelux team when required

Job profile:

• Excellent verbal and written communication skills – in Dutch & French, good knowledge of English
• The ability to set targets, deadlines and budgets
• Sound problem-solving skills and willingness to be available when required.
• Organisation, rigour and proactivity
• Discretion and sense of confidentiality
• Committed to delivering a high level of customer service
• Ability to prioritise with complete tasks with a positive attitude
• Previous experience working in a facilities and/or office management position and experience in PO management is a plus
• Proficiency in Microsoft Outlook, and software such as Word and Power Point.
• Knowledge of the use of databases and spreadsheets (Excel)
• Living near Louvain/Leuven