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One of Europe’s rail freight operator, specialising in sustainable and efficient rail transport solutions across the continent. Headquartered in Belgium, the company helps businesses reduce their environmental footprint by shifting freight transport from road to rail. With a strong international network and innovative logistics approach, it plays a key role in shaping the future of sustainable mobility and supply chains.Strategic Executive Assistant role supporting the CEO and Executive Leadership Team in a fast-paced HQ environment. Combining high-level executive support, governance optimisation, leadership coordination, and office management, this role focuses on improving collaboration, streamlining ways of working, and ensuring operational excellence across the organisation.

As Executive Assistant, you are far more than operational support, you are a trusted business partner to the CEO and Executive Leadership Team, playing a key role in driving leadership effectiveness, organisational excellence, and executive alignment.

You bring structure to complexity, optimize ways of working, and create the conditions for leadership teams to operate at their highest level. Combining strategic coordination with hands-on execution, you ensure smooth collaboration, disciplined governance, and seamless daily operations across the headquarters environment.

This role requires someone who thrives in fast-paced environments, confidently challenges the status quo, and proactively improves processes, communication flows, and executive collaboration.

Context

• Reporting directly to the CEO
• Primary support to the CEO
• Secondary support to the COO and CCO
• Additional calendar support for the CFO, CHRO, and Chief of Reputation based on priorities and capacity
• Full-time position based at Headquarters
• 4 days/week onsite presence

Your Impact

Strategic Executive Support

• Proactively manage and optimize complex executive agendas based on strategic priorities
• Act as a trusted gatekeeper, ensuring focus, prioritisation, and efficient time management
• Coordinate leadership calendars and facilitate seamless communication flows
• Handle highly confidential information with discretion and professionalism

Leadership Effectiveness & Governance

• Challenge and improve existing ways of working across the Executive Leadership Team
• Elevate meeting quality, decision-making clarity, and leadership alignment
• Introduce best practices around governance, preparation standards, meeting structures, and follow-up discipline
• Drive greater efficiency and effectiveness at leadership level

Executive Committee Coordination

• Support Executive Committee meetings from preparation through follow-up
• Coordinate annual planning cycles, offsites, leadership events, and strategic workshops
• Track key decisions, action points, and ensure accountability across stakeholders
• Foster strong collaboration within the executive team

High-Level Coordination & Communication

• Coordinate internal and external meetings end-to-end
• Ensure presentations, reports, and materials are delivered on time and at high quality
• Capture outcomes, manage follow-up actions, and maintain operational momentum

Headquarters Office Coordination

• Act as central coordination point for the headquarters office environment
• Ensure a professional, well-functioning, and disciplined workplace experience
• Coordinate facility-related follow-up including maintenance, cleanliness, and office standards
• Partner closely with internal stakeholders and facilities teams to ensure operational excellence

Operational & Administrative Excellence

• Coordinate complex travel arrangements, events, and logistics
• Manage expenses, invoices, and administrative follow-up with accuracy and efficiency
• Maintain clear and structured documentation systems and operational processes

Geboden wordt

A temporary assignment on a freelance or consultancy basis to ensure a smooth transition following the departure of a team member, while awaiting the arrival of a permanent replacement. The mission is available for an immediate start (ASAP).

Profiel kandidaat

• 8–12+ years of experience as an Executive Assistant within international and fast-paced environments
• Proven track record supporting senior executives and C-level leadership, ideally at CEO level
• Strategic and conceptual mindset with strong business judgment and organizational awareness
• Confident in constructively challenging senior stakeholders and improving ways of working
• Excellent organizational, prioritization, and coordination skills with the ability to manage complexity and shifting priorities
• Highly discreet, trustworthy, and professional when handling sensitive information
• Strong communication and stakeholder management skills across all organizational levels
• Proactive, resilient, and solution-oriented with a strong sense of ownership
• Ability to create structure, optimize governance, and drive operational efficiency
• Experienced in executive coordination, Board and leadership support, meeting preparation, and follow-up
• Strong office management and operational coordination capabilities
• Advanced knowledge of MS Office tools including Outlook, Teams, PowerPoint, and Excel
• Early adopter of AI tools and comfortable working with modern collaboration technologies
• 3 lingual - Fluent in Dutch, French, and English
• Service-oriented personality with a hands-on and can-do mentality
• Comfortable operating in dynamic, demanding, and high-level executive environments

Meer informatie

One of Europe’s rail freight operator, specialising in sustainable and efficient rail transport solutions across the continent. Headquartered in Belgium, the company helps businesses reduce their environmental footprint by shifting freight transport from road to rail. With a strong international network and innovative logistics approach, it plays a key role in shaping the future of sustainable mobility and supply chains.