The EXMAR Group is currently looking for a Management Assistant to reinforce the Technical team at our Antwerp HQ.

Your role in the team

The Management Assistant supports the Technical department by providing comprehensive administrative and secretarial assistance, ensuring smooth daily operations and enabling team members to focus on their core responsibilities.

The Management Assistant reports to the Chief Technical Officer.

Your responsibilities and tasks include

• Prepare and maintain total budget overviews for project man-hours and subcontractors; track expenses and coordinate closely with accounting;
• Serve as the primary point of contact for local agents and act as trustee for the site team supervisors;
• Initiate and manage consultancy contracts and coordinate onboarding for new site team members based on project needs;
• Organize travel logistics and visa applications for team members;
• Assist in the organization of the technical work flows;
• Oversee document management tasks including scanning, distributing and filing of project-related materials, as well as maintaining the classification and filing system;
• Prepare, streamline and format internal communication and handle other ad hoc administrative requests;
• Manage team agendas; schedule and coordinate meetings, including logistics for meeting rooms and welcoming visitors;
• Assist in organizing (EXMAR group) events, team-building activities and student internships on board vessels or at new build yards;
• Manage group email inbox and traditional mail.

Your profile

• Degree in administration, with at least 3 years of experience in general administrative support roles;
• Excellent proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint);
• Knowledge in the use of Microsoft SharePoint is a benefit;
• Strong problem-solving skills and able to independently handle a wide range of requests in a fast-paced environment;
• Able to work autonomously and act proactively;
• High attention to detail and organization;
• Communicate effectively with diverse teams, including colleagues and stakeholders from multiple nationalities;
• Fluent in both written and spoken English and Dutch.

Our offer

At  EXMAR you operate a very international, dynamic and, innovative environment. With us each working day looks different. We offer a competitive salary, supplemented with a nice package of fringe benefits. Since we consider personal development and career planning important, additional in-house and external training is supported.

You will be located in the Head Office in Antwerp.

Easy Apply

If you’re ready for a new challenge and want to be part of a dynamic, global company, we’d love to hear from you! Apply now with your CV and cover letter by sending an email to hrprojects@exmar.be. We will get back to you to plan a first interview.