Job Description
Office Services Manager & Personal Assistant
Brussels, Belgium
Full-time, permanent
About the team:
Our office services team at Fragomen Brussels, ensures a smooth operation of our offices in Brussels and Amsterdam while providing comprehensive administrative support to our lawyers and staff. The highly organized and detail-oriented team places great value on excellent customer service and a positive atmosphere in the office. We appreciate their hard work and are proud to have such a talented and dedicated team.
About the role:
We are looking for a reliable and experienced Office Services Manager & Personal Assistant (m/f/d) to lead and ensure the seamless coordination of office operations while providing dedicated support to senior management. Your leadership will foster a productive and welcoming environment, enabling our team to thrive. By balancing strategic oversight of office services with personalized assistance, you will play a key role in enhancing the overall employee experience and supporting our dynamic work culture.
Reporting into the Director Office Services Europe and the Partner for Belgium and The Netherlands. This role is responsible for ensuring the smooth running of the Brussels and Amsterdam offices. You will have line management responsibility for the Brussels Office Services Team. This role is based in Brussels and will include occasional travel to Amsterdam.
Key Responsibilities - Personal Assistant (PA):
PA Support to the Partnership
- Coordinating and maintaining the diary of the Partners, including organising all appointments, meetings, travel arrangements, etc.
- Monitoring, responding to and redirecting emails as appropriate
- Monitoring and maintaining the work in progress to ensure timely follow up and completion
- Identifying, anticipating and preparing information requirements for the Partners for meetings, presentations etc.
Key Responsibilities - Office Services Manager:
Client Experience & Service
- Serve as the main point of contact for office services and delegate tasks to the team.
- Oversee office communications and ensure smooth client visits in Brussels and Amsterdam.
- Support event planning in collaboration with Marketing and RBS Pillars.
Employee Safety & Wellbeing
- Ensure Health & Safety compliance through regular training and assessments.
- Manage onboarding and offboarding processes, ensuring compliance and security.
- Support insurance renewals, BCP plans, and security audits.
Team Management
- Lead the Office Services team across both offices, including recruitment, performance reviews, and daily operations.
- Manage office processes and IT coordination as needed.
Facilities & Supplier Management
- Maintain relationships with suppliers and building management, ensuring a high level of service and compliance.
- Oversee office facilities, contracts, and budget management, ensuring cost-efficiency and safety standards.
- Raise any service issues with them and follow up to completion (escalating to Director Office Services Europe where needed).
Document Management
- Manage document handling and auditing processes, ensuring secure and efficient workflow.
- Consistent training with staff to ensure they are aware of changes and updates to any processes
- Ensure high service levels to all caseworkers with reference to client post, filings, passport and other physical documents/information arriving at the office. Making sure everything is logged in a timely manner and kept secure and policy adhered to
- Manage the auditing processes for all client documentation
About you:
- Able to act under instruction and proactively
- When work is allocated, clarifies issues that are unclear and asks for the necessary information to complete tasks
- Implement effective processes to manage workflow and meet deadlines
- Demonstrates proficiency in word processing, Internet and email systems
- Completes tasks within agreed timeframes and in line with expectations
- Ensures work completed is accurate and follows standard layouts
- Keeps staff aware of the progress of matters to manage expectations, and informs of conflicting priorities/requesting assistance as problems arise / informing senior staff of current capacity
Also required:
- Several years of experience in Office Management and PA support to senior management.
- Demonstrated experience in leading teams and managing complex tasks.
- Ability to work collaboratively and adapt to changing environments.
- Highly responsible, with excellent organizational and multitasking abilities.
- Experience in budget management and vendor negotiation.
- Strong interpersonal skills, with the ability to remain professional under pressure.
- Proven leadership and organizational skills with the ability to handle multiple priorities.
- Proficiency in administrative tools and technology.
- Strong communication skills, capable of maintaining high standards of service and support.
- Fluency in French and English, with Dutch being advantageous.
Fragomen in Brussels:
Our Brussels office is a bright, modern and open office space that is located in the heart of Brussels, close to the European quarter. The office is close to many transport links such as tram, bus, metro and train alongside local amenities including restaurants and retail establishments.
The office gives you the opportunity to work in an international environment with over 75 dedicated, friendly, and ambitious people who are all very proud of our team spirit. You will experience a great place to work, a place of mutual respect with a great appreciation for diversity, equity, and inclusion. We promote an environment where employees can thrive and progress in our firm.
The Firm operates a hybrid working model, which incorporates a blend of in-person attendance as well as working from home – our aim being to fully leverage our remote working technology and provide a balance for our people in the way that they work.
Whether in the office or working remotely, we are proud of our team spirit and we like to reflect this in the way that we work and everything we do. Our Responsible Business Practices (“RBP”) prioritises Fragomen’s social responsibility through one cross-cutting theme and five focus areas of Wellbeing, Diversity, Equity and Inclusion, CSR including Pro Bono, Social and Sustainability. The RBP initiatives offer great opportunities for everyone at Fragomen to get involved and help steer a variety of initiatives and activities.
Fragomen is committed to promoting diversity, inclusion and equal opportunity for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status.
