A Brussels-based public institution's investigation service supports inquiries across its areas of competence and oversees related professional obligations. This Management Assistant role supports a multidisciplinary team of around 20 colleagues, handling correspondence, case files, meetings and formal documents. The work relies on Microsoft Office, including Outlook, Word, Excel and PowerPoint, as well as OneNote and SharePoint.
The mission
The service has two divisions. One conducts investigations within the institution's areas of competence, while the other oversees professional deontological obligations. The team includes legal investigators, case managers and three management assistants. Its administrative records and formal communications must remain accurate, traceable and up to date.
Your scope covers the daily administrative coordination of the investigation service. You will be the point of contact for colleagues and external contacts, manage document and email flows, maintain case files, and organise internal and external meetings and occasional travel. You will also help the team apply and update secretarial procedures. The role combines independent prioritisation with close cooperation across a multidisciplinary team.
Your responsibilities
- Finalise letters, reports and notes, checking structure, language, completeness and presentation before circulation.
- Manage correspondence and email traffic by registering, dispatching, following up and filing communications.
- Maintain case files so that documents, actions and status information remain current and easy to retrieve.
- Coordinate internal and external meetings, including practical arrangements and occasional travel planning.
- Support the team by handling occasional telephone calls, clarifying requests and helping colleagues resolve administrative issues.
- Improve day-to-day administration by maintaining procedures carefully and identifying practical adjustments where needed.
Your profile
Essential skills
- Bring at least five years of experience as a Management Assistant or Team Assistant, preferably in a legal or regulatory environment.
- Use Microsoft Office confidently, including Outlook, Word, Excel, PowerPoint and OneNote, and work effectively with SharePoint.
- Organise multiple priorities, meet deadlines and switch between tasks without losing attention to detail.
- Communicate professionally and respectfully with colleagues and external contacts, while working independently and as part of a team.
- Review documents with a critical eye and maintain a mature, solution-focused approach to administrative work.
- Learn proprietary systems quickly and apply established procedures consistently.
Languages
- Dutch: C1
- French: C1
- English: B1, practical working knowledge
Education
- Bachelor's degree in office management or an equivalent qualification.