Personal Assistant H/F

The Personal Assistant to the ESC President provides high-level administrative and secretarial support while acting as a key liaison between the ESC Board, constituent bodies, the European Heart House (EHH), the Brussels Office, and other internal and external stakeholders. This role requires excellent organizational skills, discretion, diplomacy, and the ability to manage multiple priorities in a fast-paced international environment.

Main Tasks & Responsibilities

• Handle all day-to-day secretarial and administrative duties for the ESC President.
• Serve as the primary liaison between the ESC President, Board Members, constituent body representatives, EHH staff, Brussels Office staff, and other key contacts.
• Monitor, screen, and distribute incoming emails and correspondence appropriately.
• Provide comprehensive administrative support using Microsoft Office applications, including Word, Excel, and PowerPoint.
• Develop and maintain efficient filing, archiving, and follow-up systems.
• Manage the ESC President’s calendar, schedule appointments, and coordinate meetings.
• Organize business travel arrangements, including transportation, accommodation, itineraries, and expense claims.
• Coordinate and organize ad hoc meetings, preparing documentation and taking minutes when required.
• Ensure effective communication and continuity of activities during the President’s absence.
• Maintain the highest level of confidentiality when handling sensitive information.

Requirements & Profile

Education & Experience

• Completed at least three years of higher education.
• Minimum 8 years of experience as a Personal Assistant.
• At least 5 years of experience in an international environment.
• Experience within a non-profit organization is considered an asset.

Languages & Technical Skills

• Excellent command of English, both written and spoken.
• Knowledge of additional languages is an advantage.
• Strong proficiency in Microsoft Office applications (Word, Excel, PowerPoint) and database management tools.
• Strong commitment to international teamwork and collaboration.
• Excellent organizational and multitasking abilities, with the capacity to manage competing priorities effectively.
• Highly diplomatic and professional, with the ability to represent the ESC President when required.
• Strong interpersonal and communication skills.
• Flexible, proactive, and solution-oriented.
• Able to work with a high level of discretion and confidentiality.
• Demonstrated initiative, creativity, and commitment to delivering high-quality work.

Additional Requirements

• Availability and willingness to travel regularly.
• Approximately one business trip per month to the ESC Brussels Office, typically lasting 2 to 3 days.