Your Scope

The Management Assistant is responsible for providing the full range of administrative and communications-related support. The Management Assistant provides assistance to the Excom. Organize Schedules & general administrative support: The Management Assistant arranges and facilitates meetings, ensuring all parties can attend and that rooms are available. He/she also rearranges schedules with little notice to accommodate last-minute changes and emergency cancellations.

• Agenda.
• Books travel, hotels, takes care of visa formalities and keeps overview of travel calendar.
• Gives general support in all types of correspondence (via mail, telephone or in person), including translation work when needed.
• Planning of the yearly calendar (for Management): Excom, functional meetings, Quarterly Business Reviews, ….
• Coordinates agenda, preparatory powerpoints, & writes the minutes of appointed meetings.
• Organisation of certain yearly group meetings, roadshows,….: taking care of accommodation, catering, transport, and preparing presentations when required.
• Supporting Management enabling them to keep focus on their priorities.
• Ensure fluent flow of document signature in close collaboration with Legal/Tax Department.
• Invoice approvals, vendor creation.

Coordination of external and internal communications. Your tasks will range from monitoring EU press & diverse media, coordinating schedule with press for the Ardo spokesperson (CEO or other senior management member), preparing press releases, articles for the website, sharepoint, messages for social media, newsflashes, foresee corporate communication texts, in close collaboration with Marketing. You will format the different types of communication to a group standard.

Coordination corporate communication (complete follow-up from design until delivery, including briefing, pre-press, print & distribution). You are co-responsible of our internal communication platform (SharePoint). You will manage and be in charge of all requests around it, helping colleagues publish content, adding and editing users, information, etc.

You will be responsible for planning and coordination of company events from A to Z. Event planning, design and production within time limits. Organizing facilities and details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc.

Responsible for coordination of the group-related sponsoring requests.