Executive Assistant F/M

Executive Assistant — Private Wealth & Investment Office

Be the trusted operations hub for a dynamic private investment portfolio.

Are you an exceptionally organized professional with diplomatic acumen, discretion, and a knack for seamless orchestration? Do you thrive in fast-paced, high-touch environments where your impact shapes how executives lead?

Join a sophisticated private investment office supporting senior leadership across wealth management, corporate governance, and family office operations.

Your Challenge

You will be the operational cornerstone for a complex, multi-faceted role—managing executive calendars, coordinating international travel, safeguarding sensitive correspondence, and orchestrating everything from board meetings to personal affairs. This is not administrative work; it's strategic operations at the highest level. You'll navigate competing priorities, interact with internal teams across multiple entities, external advisors, and service providers, all while maintaining confidentiality and flawless execution.

Your ability to anticipate needs, solve problems independently, and build trusted relationships with stakeholders will directly influence business continuity and executive effectiveness.

What You'll Do

• Calendar & Meeting Management: Organize, prioritize, and optimize internal and external meetings, coordinate across diverse teams and group entities, track action items, and ensure seamless executive availability.
• Travel Coordination: Plan and execute complex travel itineraries across Europe and beyond, including air, rail, and accommodation bookings, logistics coordination, and contingency management.
• Stakeholder Communications: Conduct professional correspondence, manage telephone interactions, and draft communications with internal teams and external partners in French and English.
• Investment & Board Support: Prepare dossiers for investment mandates, organize preparatory and ad-hoc meetings, and manage documentation for governance and decision-making.
• Events & Hospitality: Oversee executive dinners, manage invitations, coordinate catering, arrange protocol-appropriate hospitality, and welcome high-level visitors.
• Personal Office Operations: Manage expense tracking (corporate cards, SNCB, transportation), invoice verification, vendor payments, and liaison with financial advisors.
• Personal Affairs Management: Oversee personal and family expenses, coordinate insurance and property matters, schedule medical appointments, manage memberships and professional networks, and handle occasion-based communications (gifts, greeting cards).
• Logistics & Facilities: Coordinate office logistics, equipment management (IT systems, mobile devices), liaise with office management for facilities, and ensure seamless daily operations.
• Driver & Transportation Coordination: Plan and manage executive transportation, coordinate with drivers, and organize logistics for movement.
• Records & Archives: Maintain organized, confidential archival systems for business and personal documentation.
• Ad-hoc Support: Respond flexibly to evolving priorities and emerging needs with proactive solutions.

What You Bring

• Demonstrated experience as an executive assistant, office manager, or in a similar high-touch, confidential support role—preferably within a C-suite, family office, or investment environment.
• Exceptional organizational skills, attention to detail, and ability to manage multiple competing priorities without compromising quality.
• Fluency in French and professional English; additional languages (Dutch, German) a plus.
• Diplomatic discretion and ability to maintain absolute confidentiality with sensitive personal and business matters.
• Proficiency with calendar management systems, CRM platforms, Microsoft Office, and travel/expense management tools.
• Strong interpersonal skills: ability to interact professionally with executives, advisors, external service providers, and team members at all levels.
• Proactive problem-solving mindset and comfort working independently with minimal supervision.
• Willingness to adapt to dynamic, sometimes unpredictable demands and travel requirements as needed.
• Valid driver's license (bonus).
• Discretion, judgment, and ability to anticipate needs before they are expressed.

What You Can Expect

• A uniquely influential role at the intersection of operations, governance, and executive leadership.
• Competitive compensation reflecting the seniority and sensitivity of the position.
• Flexible working arrangements and understanding of the demands of executive support.
• Professional development opportunities and exposure to high-level business and investment operations.
• A collaborative, respectful culture where your contributions are recognized as indispensable to organizational success.
• The opportunity to work alongside accomplished executives and build lasting professional relationships.
• Comprehensive benefits including health insurance, meal vouchers, and leave arrangements aligned with local practice.
• A stable, internationally respected organization where excellence is valued and discretion is paramount.

If you are a detail-oriented, diplomatically skilled professional who takes pride in seamless execution and can thrive in a confidential, high-stakes environment, we would like to hear from you.

Apply today and discover how you can become an essential partner to executive leadership.