Assistant to Business Unit Directors & Teams

ASD - AeroSpace and Defence Industries Association of Europe

Brussels, Belgium

SUMMARY OF THE ROLE

The Assistant to Business Units (BU) Directors & Teams provides assistant support to the Civil Aviation Director, the Defence & Security Director and their respective teams. Reporting to both Directors, he/she is in charge of organising BU meetings and giving administrative support to the assigned departments.

GENERAL FRAMEWORK

Focused on exchange of information and support, the Assistant will interface internally with the Business Unit Directors and all ASD Staff. On the external level, he/she will be in contact with the Chairs, Vice-Chairs, Business Units members, ASD community, associations, invited guests, speakers, catering services.

OVERALL RESPONSIBILITIES AND OBJECTIVES

Key areas of responsibility of the Assistant to BU Directors & Team encompass

1. Provide assistance to the Directors taking into account deadlines and sensitivity of subjects in order to guarantee flawless execution of the tasks

• Act as buffer for the Directors;
• Organise and prepare internal and external meetings:
  • Assemble and prepare information and all material/documents for the Directors;
  • Arrange appointments and agenda, taking care of logistic aspects and the preparation of presentations;
  • Organise and reserve travels, air ticket bookings, hotel reservations, visa formalities, etc.;
• File Directors' documents;
• Follow-up expense reports of Directors.

2. Organise Business Units meetings

• Work closely with Chairman, Vice-Chairman and invited guests;
• Liaise with Business Units members and team members;
• Coordinate meetings and supporting papers (agenda, minutes,...);
• Supervise catering and meeting facilities;
• Logistical organization with regard to meetings;
• Prepare folders for Chairmen of Business Units;
• Set up and follow up the bi-annual renewal of the Business Units memberships.

3. Ensure administrative support to the BU Team Members

• Co-coordinate agenda's, filter communications;
• Handle telephone inquiries;
• Provide information in order to keep records updated;
• Update the ASD extranet after each commission;
• Update CRM database for the groups belonging to the assigned department.

REQUIREMENTS

• Bachelor degree with a minimum of 3 years' experience in an international business environment;
• Discretion, clear and effective communication skills, excellent organizational skills;
• Knowledge of Aerospace and Defence industry;
• Profound knowledge of English and French, additional EU languages are a plus;
• Computers skills, Microsoft Office.

INTERESTED?

Please send your CV and letter of motivation to Herman.Vandenbranden@asd-europe.org.

Applications will close on 15th October 2014.