Description
VIB is an entrepreneurial non-profit research institute, with a clear focus on ground-breaking strategic basic research in life sciences and operates in close partnership with the five universities in Flanders.
VIB.AI is a newly established center at VIB. As we are in the early stages of building our team, we are seeking a dedicated and detail-oriented Administrative Assistant in Leuven, Campus Gasthuisberg to help us grow and develop our center.
Job Description
We are looking to expand our team with a full-time dynamic and motivated Administrative Assistant. You will work closely with the operations manager in overseeing day-to-day operations, in areas of human resources, finance, event organization and others. This role requires a proactive individual with excellent communication skills and the ability to multitask in a dynamic environment.
Responsibilities
- You act as the primary contact for administrative queries, offering guidance on VIB and KU Leuven procedures, exploring solutions, coordinating with other services, and providing feedback while directing individuals to the appropriate resources.
- You handle all financial transactions through 2 ERP systems (SAP and Phoenix), place orders, ensure timely processing of supplier invoices, and manage professional costs like travel expenses, credit cards, and expense forms.
- You assist the operation manager and the center group leaders in the recruitment process.
- Together with the operation manager you support onboarding and offboarding processes for employees.
- You maintain and update employee records, ensuring confidentiality and accuracy. You oversee personnel files (appointments and extensions) and proactively contact responsible parties when necessary.
- You coordinate with the HR officers at our host institutes, VIB and KU Leuven, regarding employment, benefits, holidays and other HR-related matters.
- You undertake a wide range of administrative tasks including organizing events by managing logistics such as venue booking, catering, travel arrangements, and accommodation.
Profile
Qualifications
- We are seeking an enthusiastic person with a professional bachelor’s degree in a relevant field (or equivalent experience).
- You preferably have 3-5 years of experience in a similar position, or you are a driven and eager-to-learn junior who can quickly adapt through self-study and training.
- Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint) with familiarity in HR and finance software. Knowledge of SAP and financial processes is an added value.
- Excel in organizing, managing, and structuring information, with a keen attention to detail and a high level of accuracy.
- Possess a positive attitude and easily adapt to changing circumstances. You demonstrate problem-solving skills, diplomacy and discretion.
- Excellent interpersonal and communication skills.
- Ability to work independently and collaboratively in a team-oriented environment.
- You are fluent in Dutch and English, both speaking and writing.
We offer
- Full-time employment with an open-ended contract.
- A competitive salary with various additional benefits (eco-cheques, free commuting by public transport, bicycle allowance, bicycle leasing, etc...).
- A varied position in an extremely dynamic international scientific environment.
- A great work atmosphere with a very positive, collegial and collaborative mindset.
- An inspiring setting that encourages growth and personal development, opportunity to take courses and follow workshops.
Starting date: 1st September 2024.
How to apply?
Please apply through our online recruiting system.
Make sure your application includes:
- A detailed CV
- A one-page motivation letter
A first review of applications will start immediately. Applications are welcome until the position is filled.