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.