Personal Assistant / Business Support Coordinator

For a flexible freelance assignment (50-60% FTE), we are looking for a Personal Assistant / Business Support Coordinator.

Role purpose

The Personal Assistant / Business Support Coordinator provides structured, proactive and reliable support to a senior consulting and business leader.

The purpose of the role is to ensure that the executive’s time is focused on the activities where personal involvement adds the greatest value. The role takes ownership of diary management, meeting preparation, follow-up, action tracking, stakeholder coordination, recruitment administration, travel and selected business operations.

This is not a purely administrative role. The successful candidate will understand priorities, anticipate requirements and help turn meetings and decisions into completed actions. They will bring structure to a busy environment with multiple stakeholders, changing priorities and a combination of client, leadership, commercial and team responsibilities.

Contract type

Freelance – part-time (50 to 60% FTE)

The role can be structured across three full working days or spread across four to five shorter working days. Given the importance of diary coordination and follow-up, regular availability throughout the working week is preferable to concentrating all hours into only two or three isolated days.

Location

Brussels / Hybrid, with regular availability to support in-person meetings, leadership sessions, team events and executive visits where required.

Key responsibilities

1. Diary and priority management

• Manage a complex calendar containing internal meetings, client engagements, leadership responsibilities and travel. Resolve conflicts, protect preparation time and ensure that priorities are reflected in the diary.
• Proactively review the calendar and identify meetings requiring preparation, decisions, documents or follow-up. Challenge inefficient meeting patterns where appropriate and propose practical adjustments.

2. Meeting preparation and coordination

• Coordinate internal and external meetings from invitation through to follow-up. Confirm participants, objectives, agendas, locations and required materials.
• Prepare concise meeting packs or briefs for priority discussions. These may include the meeting purpose, participant information, previous actions, relevant background, decisions required and proposed discussion points.
• Ensure that meetings start with a clear purpose and finish with clear ownership of next steps.

3. Action and decision tracking

• Maintain a central overview of actions, decisions, deadlines and dependencies arising from meetings and correspondence.
• Follow up with action owners, updates and highlight delays or unresolved issues. Prepare regular summaries showing priorities, overdue actions, upcoming decisions and items requiring executive intervention.
• The role is expected to drive follow-through without creating unnecessary administration.

4. Stakeholder coordination

• Act as a professional and trusted point of coordination for colleagues, clients, partners, candidates and senior stakeholders.
• Support timely communication, coordinate appointments and ensure that commitments are followed up. Apply good judgement when deciding which matters can be handled independently and which require the executive’s direct attention.

5. Leadership and team support

• Support recurring leadership and team meetings by preparing agendas, collecting updates and tracking decisions.
• Assist with workshops, off-sites, team events and onboarding activities. Help maintain a consistent operating rhythm across a growing team, including recurring meetings, priority reviews and key communications.

6. Recruitment and onboarding support

• Coordinate interviews, panel availability and feedback collection. Maintain an accurate overview of candidates, next steps and pending decisions.
• Support the practical onboarding of new employees, including introductions, meeting schedules, documentation and coordination with the relevant internal support functions.
• The role coordinates the process but does not make candidate selection or performance decisions.

7. Travel and event management

• Make and coordinate travel arrangements, including transport, accommodation, meeting logistics and itineraries.
• Support client visits, workshops, conferences, dinners and leadership sessions. Ensure that schedules are realistic and that the executive has all relevant practical information and documentation.

8. Communication and document support

• Draft and format professional correspondence, meeting invitations, agendas, follow-up notes and short briefing documents.
• Proofread materials for accuracy, clarity and consistency. Maintain professional templates and ensure that documents and correspondence are organised and accessible.
• Handle routine communication independently within agreed parameters.

9. General business administration

• Support expenses, purchase administration, registrations, document management and approval processes.
• Coordinate with internal functions such as finance, recruitment, HR, IT and facilities. Maintain accurate records and ensure that administrative requirements are completed on time.

Expected outcomes

A successful person in this role will deliver the following outcomes:

• The executive’s calendar reflects the most important priorities
• Important meetings are properly prepared
• Actions and commitments are consistently followed through
• Scheduling conflicts are identified and resolved early
• Stakeholders receive timely and professional communication
• Leadership and team meetings operate with clear agendas and actions
• Recruitment and onboarding processes are well coordinated
• Travel and events run smoothly
• Administrative tasks do not become executive bottlenecks
• Sensitive information is handled professionally and confidentially
• The executive has a clear weekly view of priorities, risks and pending decisions

Candidate profile

• The ideal candidate is proactive, structured and comfortable supporting a senior leader in a fast-moving professional environment.
• They should be able to work independently, apply sound judgement and manage changing priorities without requiring detailed instructions for every task. They should combine strong administrative discipline with an interest in the wider business context.
• The person does not need to be an expert in consulting or technology, but should be curious and capable of understanding the purpose of meetings, the importance of stakeholders and the difference between routine and business-critical matters.

Required experience and capabilities

• Previous experience as a Personal Assistant, Executive Assistant, Business Support Coordinator, Office Manager or similar role
• Strong calendar and meeting-management skills
• Excellent organisational and follow-up capabilities
• Professional written and verbal communication
• Ability to work with senior internal and external stakeholders
• Strong attention to detail
• Ability to handle confidential information
• Confidence in following up with colleagues and action owners
• Ability to prioritise across multiple simultaneous activities
• Competence with Microsoft Outlook, Teams, Word, PowerPoint and Excel
• Comfortable working in a hybrid and international environment
• Professional proficiency in English

What makes this role attractive

The role offers exposure to senior leadership, client engagement, consulting, business development and the growth of a professional services team.

It is suited to someone who enjoys creating order, building trusted relationships and ensuring that decisions translate into progress. The successful candidate will have meaningful ownership and visibility, while working in a flexible part-time structure.