Brayton gLobal is currently looking for an Administrative Management Assistant for a prestigious client based in Brussels (on-site).
Key Responsibilities
1. External Service Provider (ESP) Coordination
* Oversee the full lifecycle of ESPs, including onboarding, ongoing engagement, and offboarding.
* Coordinate technical tasks related to internal communications.
* Prepare onboarding documentation and communications:
* Initiate security screening processes.
* Liaise with companies for onboarding new ESPs.
* Communicate with existing ESPs regarding updates.
* Manage ESP arrivals and departures:
* Notify relevant internal teams (HR, infrastructure).
* Maintain and update tracking tables.
* Draft and revise onboarding and exit information packs.
2. Mission Workflow Management
* Manage ESP assignments and provide guidance to ESPs and Business Line Managers (BLMs).
* Coordinate with internal units to ensure mission alignment.
* Update internal procedural documentation as required.
3. Ongoing Monitoring and Reporting
* Review and validate monthly timesheets for ESPs.
* Issue regular reminders to BLMs and ESPs regarding administrative requirements.
* Prepare reports for internal meetings focused on IT service contracts.
* Organize and facilitate biannual training sessions for ESPs.
* Maintain regular communication with service providers (via letters/emails).
* Collect and verify data in Excel tracking tables.
* Participate in bi-monthly IT service contract review meetings.
* Manage and track requests related to remote work from abroad, especially during peak periods.
4. Software Licensing and Portfolio Management
* Maintain and monitor license inventories and ensure timely renewals.
* Process and track new license requests from initiation to delivery and installation.
* Coordinate with infrastructure and development teams to complete license-related tasks.
Required Skills & Qualifications
Experience and Attributes:
* Discreet and professional conduct.
* Strong attention to detail and organizational skills.
* Effective written and verbal communication.
* Client-focused mindset.
Tools & Platforms:
* Gekko (except access to financial data)
* eProcurement platform (online trainings are available)
* Microsoft Office Suite (Teams, Word, Excel, Outlook)
* Skype for Business
* Click/Power BI
* FMB management systems
Language Proficiency:
* Strong written and spoken English is essential.
Preferred:
* Familiarity with ITIL framework or experience in a similar environment.