Personal & Management Team Assistant Q8Oils

Vacancy for Permanent part-time (50%) Position Q8Oils


Personal assistant & Management team assistant


The PA & MT assistant supports the Q8Oils General Manager, and the Q8Oils Management team(s), with all administrative and organisational tasks.

The following responsibilities are part of the job:

  • Highly responsible secretarial work
    • Scheduling agenda of the GM
    • Handling inbound and outbound calls of the GM
    • Handling incoming and outgoing mail to/from the GM – prepare concepts of answers -Independently composing of correspondence of a routine nature
    • Administration e.g Preparation of documents to be signed by GM
    • Follow-up of pending files + keeping internal people informed on status
    • Preparation and follow-up expense notes GM – follow-up of al ex-patriate related administrative issues
    • Secretary of the Q8Oils management teams (AMT, QMT) : responsible for the minutes of the meeting and the follow-up of the actions following the decision taken
    • Management of all customer contracts (follow-up signatures and filing)
  • Organisational activities
    • Organization of all travel arrangements for the GM (Hotel/Flights)
    • Organization of internal/external meetings/seminars incl. Booking of meeting rooms/venues, hotels, restaurants, travel arrangements, coordination of agenda’s, invitations/confirmations, audio/visual equipment, catering, secretarial support on the spot if required (incl .creation of PO’s and approval of related invoices)
  • Communication
    • Communication on the GM’s behalf with organizational executives and external executives
    • Welcome of international guests
    • Internal contact with wide range of company employees
  • Support to Management Team
    • Support in organizational and confidential activities to other MGT members of Q8Oils when required
    • Support in important events organised by members of the Q8Oils Management teamsThe PA & MT Assistant reports to the General Manager of Q8Oils.
    • The ideal candidate:
  • You have a relevant degree (administration, office management);
  • You have a minimum of 10 years secretarial experience, in a comparable role and environment;
  • You have strong administrative skills and excellent knowledge of MS Office (Word, Excel, PowerPoint)
  • You have excellent communication, time-management and organisational skills;
  • You are loyal, motivated, flexible and able to work under stress;
  • You are pro-active, dicrete and responsible;
  • Dutch native speaker + fluent in English and French. German is a plus.

This position is part-time (50% in a 5 half days/week regime) and based in Antwerp - Blending plant.

Interested ?

Are you interested in this position or do you have questions about the job description? Contact Karen Hollanders at +323247.39.94 or via email at To apply, please click on the 'Apply' button.


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