Management Assistant to COO office; temporary maternity cover

Management Assistant to COO office (temporary maternity cover)

This role is ideal for you, who thrive in a fast-paced, dynamic environment and enjoy working at the heart of organizational operations! You provide a direct, proactive administrative and operational support to the COO office and ensure seamless communication and coordination between the COO’s office and internal stakeholders across departments. Please note that this position requires onsite presence when the COO is working onsite.

Hybrid work is possible when the COO is not onsite, in alignment with operational needs.
This is a full-time, fixed-term contract starting in May 2026 through January 2027.

• Administrative & Logistical Support
  • Manage and maintain the COO’s agenda, ensuring effective prioritization and optimal time management.
  • Provide general administrative support to the COO Office.
  • Organize and facilitate logistics for internal and external meetings, visits, and events.
• Meeting Coordination & Organization
  • Plan, coordinate, and support high-level meetings, including Board meetings and cross-departmental initiatives.
  • Schedule and support Expertise Center meetings and organizational meetings.
  • Ensure smooth execution of offsite leadership meetings and training sessions when required.
• Travel Arrangements
  • Coordinate end-to-end travel arrangements for the COO and relevant stakeholders, including flights, hotel bookings, transportation, managing visa and ESTA applications, including documentation and follow-up when applicable.
• Financial Procurement & People Processes
  • Oversee payment processing and purchase orders related to COO office operations (POs, travel requests, etc.).
  • Ensure compliance with financial policies, procedures, and approval workflows.
  • Manage and track expense reports accurately and in a timely manner, including submission of expenses.
• Additional Support
  • Provide support to the Chief of Staff to the COO and adjacent directors.
  • Handle miscellaneous daily operational tasks, including coordination of lunch orders and ad-hoc support.

We offer you the opportunity to join one of the world’s premier research centers in nanotechnology at its headquarters in Leuven, Belgium. With your talent, passion and expertise, you’ll become part of a team that makes the impossible possible. Together, we shape the technology that will determine the society of tomorrow.

We are committed to being an inclusive employer and proud of our open, multicultural, and informal working environment with ample possibilities to take initiative and show responsibility. We commit to supporting and guiding you in this process; not only with words but also with tangible actions. Through imec.academy, 'our corporate university', we actively invest in your development to further your technical and personal growth.

We are aware that your valuable contribution makes imec a top player in its field. Your energy and commitment are therefore appreciated by means of a market appropriate salary with many fringe benefits.

• You have proven experience in a similar Management Assistant or Executive Assistant role.
• You have strong organizational and time-management skills.
• Excellent communication skills and stakeholder management abilities.
• Ability to work independently and manage multiple priorities in a fast-paced environment.
• You demonstrate strong attention to detail and accuracy in your work.
• You handle confidential information with discretion.
• You have excellent communication skills in English.
• You have a good knowledge of Microsoft office (Outlook/Word/ PowerPoint/Excel), SharePoint, One Drive, Teams and are interested in constantly improving your skills in this regard.

We seek a candidate who thrives in a dynamic work environment, showcasing an adaptability to diverse projects or research topics. You’ll be a key team player, ready to support colleagues and tackle impactful projects within the timelines of our trusted global partners.