Over de functie
The Management Assistant HQ is reporting to Sales Manager, and operates in support of the HQ Management Team.
-Carries out all administrative duties on behalf of the Management members, including but not limited to: answering to phone calls and taking messages, managing the agenda, typing letters and reports, filing documents, personnel administration, ...
-Organizes the submission of all documents for approval or signature
-Carries out whatever additional duty requested by the respective manager(s)
-On request of the respective manager(s): Organizes, plans and communicates meetings, events and year planning
-On request of the respective manager(s): participates in meetings and prepares and circulates the minutes of these meetings
-On request of the respective manager(s): keeps track of all decisions taken and/or initiatives decided during these meetings and ensures that they are actually communicated to the parties involved
-On request of the respective manager(s): prepares presentations, layouts for documents, handouts, etc.
-Updates all organization charts as required and ensures proper communication is made
-With the support of the Head of Quality, constantly ensures that the Eurofit Manual of Procedures is updated, prepares updates, have them validated and circulates them
-Consolidates vacation planning for EFM employees and regional managers
-In cooperation with HR, manages the Eurofit fleet of cars for the whole Group
-Temporarily takes over the responsibility of other Management Assistant in case of his/her absence, because of vacations or otherwise
-Organizes travel arrangements (flights, hotels, rental cars) for EFM- and occasionally also regional employees
-Executes first check of incoming invoices (comparison with PO's if existing)
-Ensures procedures, instructions, documents, etc. are uploaded to the intranet in the right format and are communicated to all involved
-Manages office facilities (keys, badges, supplies, ...)
-The function will be executed in line with the directives and describes processes (application of the management process cards) in the management system manual and owns the process turtle ( described in the EFM manual) linked to the function