Administrative Assistant for a varied range of tasks in a dynamic, international environment
About the position
We are looking for a motivated and well-organized Administrative Assistant to support a cluster of four neuroscience research labs within the VIB Neuroscience Centers at KU Leuven. Our labs work together to understand how neural circuits give rise to perception and behaviour, using state-of-the-art imaging, genetics, and computational approaches.
As Administrative Assistant, you will play a central role in coordinating administrative processes, assisting with communication, and supporting the daily operations of our vibrant international research environment.
Function
As an administrative assistant supporting research teams, your responsibilities will include:
- Processing orders & Financial transactions:
- You manage and follow up on orders and financial operations using two ERP systems (SAP and Dynamics365). You maintain an overview of available budgets.
- You handle various financial tasks, including processing expense claims, credit card transactions and internal invoices.
- General administrative support: You take on a wide range of administrative duties such as scheduling meetings, organizing events, booking business trips, registering conference participation, welcoming new team members, coordinating visitor programs, providing support to the group leader in planning and executing teaching responsibilities, etc.
As a member of the central administrative unit, you will also serve as a backup for the broader administrative team during absences, and may occasionally be called upon to assist at the central reception desk.
Profile
We are looking for a professional with:
- A bachelor’s degree with a strong focus on administration and/or finance.
- Ideally, you bring 4–8 years of experience in a similar role. However, if you are a motivated and eager starter, your ability to learn quickly through self-study and training is just as valuable.
- You work efficiently and with great attention to detail, and you have solid proficiency in the full Microsoft Office package. Familiarity with SAP and financial processes is a plus, but not a requirement.
- You excel at organizing, managing, and structuring information.
- You have a positive mindset, are resilient under pressure, and adapt easily to changing circumstances.
- You are loyal and discrete, with a strong sense of responsibility.
- You enjoy working independently, but also thrive in an open and collaborative team environment.
- You are fluent in Dutch and English, both spoken and written.
We offer
- A full-time position with a competitive salary based on experience, plus additional benefits.
- A varied role within a dynamic, enthusiastic, and supportive team.
- Start date: the position is immediately available.
How to Apply
VIB’s research teams have an international character (40 different nationalities in our Center), therefore we ask you to apply in English and to include a detailed CV and a motivation letter to your application.
The preselection of applications will begin on October 24. For more information about this position, please contact the Administrative Director Hilde Govaert.
More information on the environment
The VIB-KU Leuven Center for Brain & Disease Research & the Neuro-Electronics Research of Flanders Center are the home to 20 international research groups and technology units, comprising over 350 scientists from more than 40 countries. Together, they investigate how the brain and nervous system develops, ages and functions in health and disease by bridging disciplines, from artificial intelligence, microelectronics and nanoscience, to microfluidics, single-cell and molecular analysis, functional genomics and cell biology in human cells and animal models.
Discover our environment by visiting our websites via following links: