Administrative Assistant

Job title:

Administrative Assistant

Company

VIB

Job description

Description
VIB is an entrepreneurial non-profit research institute, focused on ground-breaking basic research in life sciences and working closely with the five universities in Flanders. Within VIB, VIB.AI [http://vib.ai/] is a newly established center that already brings together around 40 researchers and continues to grow with new professors and team members. We are currently recruiting more professors and extending our team. As we grow our center, we are looking for a highly organized and proactive Administrative Assistant to support our operations and help our scientists thrive in Campus Gasthuisberg in Leuven.Job Description
We are looking to expand our team with a full-time or part-time (80%) Administrative Assistant. You will join our small support team of two and work closely with the Center Operations Manager to ensure the smooth day-to-day running of the center, including financial processing, logistics, staff travel, and scientific event coordination. The ideal candidate is detail-oriented, service-minded and eager to learn, with the ability to manage multiple priorities in an academic environment.Responsibilities
You act as the primary contact for administrative queries, offering guidance on VIB and KU Leuven procedures, exploring solutions, coordinating with other services, and providing feedback while directing individuals to the appropriate resources.You handle purchasing and ordering through 2 ERP systems (SAP and Phoenix), ensure timely processing of supplier invoices, and manage professional costs like travel expenses, credit cards, and expense forms.You follow the KU Leuven accreditation course for financial antennae.You will be the go-to person for logistics and asset management, coordinating the reception and distribution of shipments, overseeing international deliveries, and maintaining our equipment registry.A key part of the role involves supporting staff and visitors with travel. You will organize conference registrations, book flights, trains, and hotels, prepare detailed itineraries, and process related expense claims.You undertake an active role in our community by taking part in the event organization – from lab retreats and seminars to scientific symposia.You will provide direct support to our science director and professors, helping with agenda management, scheduling, reminders, and deadline tracking.There are opportunities in the longer term to become also involved in scientific support. Over time, you could take on tasks related to grants, ethics regulations, biobanking, data management, or scientific communication, allowing you to gradually develop expertise and broaden your impact within the research environment.
Qualifications
We are seeking an enthusiastic person with a professional bachelor’s or master’s degree in a relevant field (or equivalent experience).You preferably have 3-5 years of experience in a similar position, or you are a driven and eager-to-learn junior that can quickly adapt through self-study and training.You are energized by a dynamic and evolving workplace and embrace new opportunities as they arise.You have a genuine interest in science and academia and feel inspired by contributing to the impact and growth of our center.You are highly organized and skilled at managing, structuring, and tracking information, with great attention to detail and accuracy.Problem-solving, diplomacy, and discretion come naturally to you, and you are confident in communicating and collaborating effectively with colleagues from diverse backgrounds.You are comfortable working independently, while also being a team player who ensures everyone stays informed and supported.Proficiency in MS Office (Word, Excel, Outlook, PowerPoint) is expected, and familiarity with finance software or ERP systems (SAP, Dynamics 365) is a plus.Fluency in Dutch and English, both written and spoken, is required.
We offer
Full-time employment with an open-ended contract.A competitive salary with various additional benefits (eco-cheques, free commuting by public transport, bicycle allowance, bicycle leasing, etc…).A varied position in an extremely dynamic international scientific environment.A great work atmosphere with a very positive, collegial and collaborative mindset.An inspiring setting that encourages growth and personal development, opportunity to take courses and follow workshops.Starting date: as soon as possible.
How to apply?
Please apply through our online recruiting system.
Make sure your application includes:
· A detailed CV
· A one-page motivation letter
A first review of applications will start immediately. Applications are welcome until the position is filled.

Expected salary

Location

Gent, Oost-Vlaanderen

Job date

Thu, 28 Aug 2025 22:55:27 GMT

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