Management Assistant 

What you will do

Imec’s Business Development Department is currently looking for a reliable Management Assistant to support our directors, group leaders, team managers, and the rest of the large team.  

Your administrative and organizational skills will be crucial in ensuring our team operates smoothly and efficiently. 

Your responsibilities are: 

• Agenda Management: Oversee and maintain the directors' schedules. 
• Meeting Coordination: Organize and manage internal and external meetings, conferences, business trips, lunches, dinners, and team events. 
• Workflow Follow-Up: Proactively track and manage various workflows, including purchase and travel requests, and external workforce coordination. 
• Onboarding Support: Assist with onboarding new employees and managing the exit process for departing staff. 
• Team Meeting Assistance: Prepare agendas and presentations, take minutes, and manage digital workspaces. 
• Correspondence Management: Handle incoming and outgoing communications. 
• Financial Support: Assist managers and team members with financial processes, including ordering, invoice handling, and memberships. 
• Budget Management: Prepare and monitor the department budget. 
• General Support: Serve as the go-to person for general support, advice, and addressing questions and needs. 
• Shipment Documentation: Prepare documents for the shipment of goods. 
• Operational and Administrative Tasks: Manage order and stock of stationery, desk and PC allocations for UPM/MIDA members. 
• Publication Reporting: Oversee the reporting of UPM/MIDA publications. 

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 extensive experience as a management assistant in a corporate environment.  
• You have excellent organizational skills, you can multi-task and prioritize efficiently.  
• You are hands-on and stress resistant.  
• You like to get things done in the most efficient way.  
• You can connect well with others and can easily build a relation of trust.  
• You are assertive in a diplomatic way.  
• You thrive in collaborative environments but are equally adept at working independently and taking the initiative. 
• You have excellent communication skills in English (verbal and in writing).  
• You are proficient with Microsoft office (Outlook/Word/PowerPoint/Excel/Teams), SharePoint, One Drive – experience with Power BI is a plus and with SAP.