An executive secretary - 1-year fixed-term contract at 80%

Our hospitals include 4 sites: Etterbeek-Baron Lambert (Etterbeek), Joseph Bracops (Anderlecht), Etterbeek-Ixelles (Ixelles), and Molière Longchamp (Forest). Our public health facilities are distinguished by the benevolence and respect of the staff towards each patient. The Iris Sud Hospitals and the CHU Saint-Pierre are undertaking a strategic grouping project aimed at consolidating their stability and boosting their medical partnerships. This project aims to preserve and strengthen the quality of care by offering an even more stimulating environment for health professionals. This collaboration represents a great opportunity to strengthen the excellence of two committed public hospitals, supported by strong ethical values and a constant commitment to public health.

IRIS South Hospitals is looking for,

for the Executive Secretariat, located on the Etterbeek-Baron Lambert site in Etterbeek,

An Executive Secretary (M/F/X)

for a one-year part-time fixed-term contract (4/5th) with the possibility of a permanent contract

To support our General and Financial Management, we are looking for an Executive Secretary capable of ensuring optimal administrative management of the Management as well as the institutional bodies. You will join a team of 4 people within the executive secretariat, under the responsibility of the Head of the Secretariat.

What does the job consist of?

Your main mission will be to become the administrative right-hand man of the Directorate. You will alternate between the rigorous management of governance bodies (Board, CA) and local operational support for the CFO.

Duties and Responsibilities

Logistical support for the management bodies and more particularly for the Finance Department:

• Hotline: Screen and transfer calls (physicians, patients, inter-site communications) and provide information on defined areas or follow up appropriately
• Organize and plan meetings of the management, the Board of Directors (CA), the Board and those for the CFO (internal/external meetings): reservations, convocations, catering
• Prepare the Board and the Board of Directors: Centralize the items on the agenda with the directors, prepare the preparatory documents.
• Welcoming visitors (internal/external).
• Establish the necessary contacts with external bodies (e.g. INAMI/Ministries) and internal partners (trade unions, staff).
• Occasionally organize events (budget management, reservations and catering).

Administrative support for the management bodies and more particularly for the Finance Department:

• Rigorous encoding and monitoring of paper mail (entry indicator), redistribution to departments (HR, accounting,...), digital archiving of outgoing mail.
• Manage emails on a daily basis for the finance department: processing, transfer and appropriate response;
• Write and layout memos, letters, internal communications, reports, forms and agreements
• Participate in the preparation and updating of meeting documents and materials, as well as in the proofreading of official documents;
• Attend Board meetings (1 week out of 2), take notes and take minutes. Ensure the post-meeting follow-up of decisions (Board and Board deliberations).
• Manage and update organizational charts via LucidChart on our various platforms (Ennov, internet,...)
• Maintain the various administrative databases (cadastres, monitoring of leave and absences of the management control team, etc.)
• Perform the role of back-up for your secretarial colleagues in case of absence in order to guarantee the permanence of the service.

What you'll like about this feature:

• Impact: You are at the heart of the institutional reactor, where decisions are made and organized.
• 360° Vision: A privileged interface with the Board, the Board of Directors and the management.
• Collaboration: Working within an experienced and supportive secretarial team.
• Responsibility: A function combining autonomy and rigor in the follow-up of confidential files.
• Modernity: The use of collaborative and management tools (LucidChart, Ennov).

How about we talk about you?

Your education

• You have a Bachelor's/Graduate degree (Executive Secretarial Studies, Law, HR, or Management Orientation) or have equivalent experience

Your experiences and knowledge

• You have a minimum of 3 years' experience in a secretarial function, management or similar.
• You have a perfect command of the tools of the MS Office suite.
• You have a good knowledge of the second national language.

Your skills

• Rigor and Writing Quality: With impeccable spelling and solid synthesis and writing skills.
• Organization and Time Management: Able to prioritize emergencies and meet strict deadlines.
• Discretion and Integrity: You manage confidential files with impeccable ethics.
• Sense of service: Solution-oriented and customer-oriented, you have a sense of hospitality and diplomacy.
• Team spirit and initiative: Autonomous, you appreciate collaborative work and know how to anticipate the needs of management
• You will analyse the data in a targeted manner and judge the information critically;

We offer you:

A fixed-term contract of 1 year at 80% (30h24/week) with the possibility of a permanent contract. - Mandatory presence on Tuesdays.

A series of benefits related to well-being at work:

• A personalized integration process;
• A training program that will accompany you throughout your career;
• A possibility of mobility within the IRIS network;
• A friendly working atmosphere and a balance between private and professional life;
• The organization of team buildings;
• Services that ensure the quality of life at work (organisation of massages and light therapy sessions during working hours, etc.);
• The opportunity to join a hospital labeled "Ecodynamic Company", a major recognition of our commitment to quality care and sustainable practices

A whole series of fringe benefits:

• An annual bonus and an attractiveness bonus;
• A collective social service that offers a whole series of benefits (various bonuses, discounts via benefits at work, holiday stays at attractive prices, etc.);
• Preferential rates in all hospitals in the IRIS and Erasmus network (for you, your spouse, your ascendants and descendants who are dependent on you);
• Meal vouchers worth 7.30 euros;
• A contribution to public transport costs of up to 100% for STIB, 80% for SNCB, TEC and DE LIJN and/or a bicycle allowance of €0.35/km
• Language bonus of €150 gross per month, applicable after obtaining the language certificate article 10 or 12 from travaillerpour.be, you will have the opportunity to take Dutch courses free of charge during your working hours;
• 24 days of statutory leave and 5 days of extra-legal leave (+ special leave) - for a full-time employee;
• Anadditional pension via group insurance;
•  The possibility of teleworking after a training period (1 day/week)

Remuneration based on IFIC scales (cat. 14):

·       Min: €2703.88 (index: 2.1657)

·       Max : 4271,36 € (index : 2,1657)

Would you like to join our team?

Apply before March 15, 2026 by completing our online application form

For any further information, contact Mrs. Raliba RADI, Head of the Executive Secretariat, on 02/739.87.51

For any other questions, contact Camille Lingrand, recruiter, on 02/739 85 97