Management Support & Office Coordinator - #48115

Admin and Office - Leuven | Just now

We are looking for a highly experienced and proactive Senior Management Assistant to support senior leaders in a dynamic, international environment. In this role, you will be a true right hand—bringing structure, anticipating needs, and ensuring seamless coordination across a wide range of priorities.

You thrive in complexity, excel at multitasking, and bring calm and overview in demanding situations.

What you will do

As a Senior Management Assistant, you are responsible for ensuring smooth day-to-day operations in a complex organizational setting:

• Advanced calendar & priority management
  
  • Manage complex agendas across multiple stakeholders, time zones, and competing priorities
  • Anticipate conflicts and proactively optimize schedules
• Coordination in a complex ecosystem
  
  • Act as a central point of contact between senior leadership, internal teams, and external partners
  • Facilitate communication and ensure alignment across stakeholders
• Travel planning & logistics
  
  • Organize complex international travel itineraries (flights, accommodation, visas, meetings)
  • Ensure travel plans are optimized, compliant, and aligned with business objectives
• Event & meeting management
  
  • Coordinate executive-level meetings, workshops, offsites, and large-scale events
  • Handle end-to-end logistics: planning, preparation, execution, and follow-up
• Operational excellence & follow-up
  
  • Proactively monitor workflows, action points, and deadlines across multiple initiatives
  • Ensure timely follow-up and flawless execution of activities
• Documentation & reporting
  
  • Prepare high-quality presentations, reports, and documents with strong attention to detail
• Confidential support
  
  • Handle sensitive information with the highest level of discretion and professionalism

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 8+ years of experience as a Management Assistant, Executive Assistant, or similar role in a complex corporate environment
• You are an expert multitasker, able to manage multiple priorities without losing oversight
• You remain calm, structured, and solution-oriented in high-pressure situations
• You have strong organizational and planning skills, with a proactive and anticipatory mindset
• You are service-minded, yet assertive and able to deal confidently with senior stakeholders
• You are comfortable working in a fast-changing, international environment
• You communicate fluently in English (Dutch is a plus)

What sets you apart

• You anticipate rather than react
• You bring structure to chaos
• You enjoy being at the center of operations in a complex, high-performance environment
• You take ownership and continuously look for ways to improve efficiency and processes