Executive Assistant (f/h/x) – Position ACS level C

Presentation of the Museum

Through exhibitions combining Art and History, the Jewish Museum of Belgium invites the public to discover the diversity of Jewish cultures, past and present. Located in the heart of Europe’s capital, our mission is to preserve Belgium’s Jewish heritage and perpetuate its collective memory. Thanks to a bold cultural program enriched by universal themes, the museum plays an essential role as an intercultural mediator, promoting the values of openness and inclusiveness. Its educational work with school audiences, promoting intercultural and interreligious dialogue, earned it the Democracy and Human Rights Prize from the Parliament of the Wallonia-Brussels Federation in 2020.

Purpose of the position

The role of the Executive Assistant at the Jewish Museum of Belgium is to proactively support our President and our Director in managing their day-to-day activities, ensuring smooth coordination and rigorous monitoring of internal operations. As a central point of liaison, this position is essential for ensuring administrative efficiency, facilitating event coordination, managing supplier relations and overseeing the practical aspects of museum maintenance and security. This position requires exceptional organizational skills, initiative, versatility and a constant attention to quality and detail.

Duties and responsibilities

1. Calendar management

Proactive and efficient management of daily calendar, meeting schedules and agenda for the Museum’s President and Director.

2. Administrative support

• Receiving, screening and dispatching of incoming mail (paper and digital)
• Drafting and editing outgoing mail (paper and digital) to officials, business relations and thank yous for donations to the Museum.
• Maintaining comprehensive and accurate records and files (paper and digital)
• Supporting the Accounts Receivable with invoicing.
• Establishing tax documents in relation to sponsors donations.
• Supporting the Director with follow-up of subsidies applications and related documents.
• Human Resources: follow-up with the external payroll services and Actiris.

3. Office supplies and contractors

• Researching and ordering supplies for day-to-day operations and maintenance of the Museum
• Call for tenders and obtain offers from prospective suppliers of goods and services

4. Logistic and administrative support to the Exhibitions Department and during Events at the Museum

• Researching and contacting caterers and suppliers of goods and services with respect to best practice and competitive rates.
• Sending out of invitations; managing and maintaining recipients lists, follow-up of rsvp’s

5. Building and Museum’s premises

• Follow-up with cleaning staff and service companies
• Follow-up with security services
  

6. Support for the Executive Committee and Board of Directors

• Maintaining General Assembly calendars – Taking minutes during Executive Committee meetings
• Sending out calls for meetings of the General Assembly

Skills and qualifications

Qualifications and experience:

• At least 5 years of related experience in a similar field (preferably in the cultural or museum sector)
• Excellent knowledge both written and verbal of French and Dutch; English is considered an asset

Know-how

• Communication skills at all levels: company executives, colleagues and external contacts and public
• Excellent knowledge and practice of all computing tools and devices. (Excel, Powerpoint, Word)

Personal skills

• Flexibility, multitasking, prioritizing and organizational skills
• Excellent relational skills, proactivity and problem-solving skills

Pre-requisites:

• ACS work contract, C category (Full Secondary School Cycle)
• Indefinite duration contract (CDI)
• Full-time 38h/week

How to apply:

Please send your cv and cover letter to the attention of Barbara Cuglietta, Director of the Jewish Museum of Belgium at b.cuglietta@mjb-jmb.org and to Philippe Blondin, President of the Jewish Museum of Belgium at philippe.blondin@outlook.com before or at the latest on February 28, 2025.