Management Assistant IP Department

About the Role

We’re looking for a hands‑on, proactive Management Assistant to keep the IP department running smoothly. You’ll be the go‑to person for admin, planning, communication, and logistics—supporting a fast‑moving environment where accuracy and organization matter.

Key Responsibilities

• Finance & Admin: Prepare budgets, track expenses, create POs, verify invoices, and manage approvals for expenses, time entries, and holiday requests.
• Training & Travel: Support onboarding, coordinate external trainings, and arrange travel and hotel bookings according to imec policy.
• Events & Workshops: Organize workshops and team events—from invitations to logistics, contracts, and materials.
• Operations: Manage office supplies, support maintaining MS Teams and SharePoint spaces, and highlight relevant imec communications.
• Meetings: support staff in meetings and follow-up actions, keep their agenda’s up to date, prepare meeting materials, and schedule internal and external meetings.
• External Engagements: Handle admin for colleagues for organizations in which they participe, manage related documents, and register the team for sector‑related events.

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 love making things run efficiently. You’re organized, assertive yet diplomatic, great at multitasking, and thrive under pressure. You communicate clearly in Dutch and English, build trust easily, and enjoy improving how things work. Strong Microsoft Office and collaboration‑tool skills are a must—and you’re eager to keep learning and improving.

IMEC and its affiliates will not accept unsolicited resumes from any source other than directly from a candidate. IMEC will consider unsolicited referrals and/or resumes submitted by vendors such as search firms, staffing agencies, professional recruiters, fee-based referral services and recruiting agencies (hereafter “Agency”) to have been referred by the Agency free of charge. IMEC will not pay a fee to any Agency that does not have a prior written agreement with IMEC, validated by its HR department, in place regarding a specific job opening and allowing to submit resumes.