Executive Assistant

Position Title: Executive AssistantReporting Line: President and CEOCropLife International is seeking an executive assistant with at least 10 years of experience, ideally in an executive assistant role. Reporting to the President and CEO of the organization, the executive assistant will work closely with the Operations Teams to ensure that CropLife International’s ambitions on operational excellence are delivered to the highest standards. About CropLife InternationalCropLife International’s vision and purpose is to advance innovation in agriculture for a sustainable future by playing a leading role in enabling sustainable food systems.

Key ResponsibilitiesExecutive Support to the CEOProvide high-level administrative support, including managing a dynamic calendar, coordinating meetings and calls, and arranging complex travel plans. Work closely and effectively with the CEO to keep her informed of upcoming commitments and responsibilities, ensuring proactive follow-up and prioritization. Act as the primary liaison between the CEO and internal/external stakeholders, including team members, representing the CEO with professionalism and discretion. Research, prioritize, and follow up on sensitive or confidential issues addressed to the CEO, determining appropriate responses or referrals.

Follow up on contacts made by the CEO and senior management, supporting the cultivation of ongoing relationships. Board & Governance CoordinationServe as the CEO’s administrative liaison to the Board of Directors and General Assembly. Ensure timely preparation, scheduling, and follow-up of Board and General Assembly meetings. Maintain discretion and confidentiality in relationships with all Board Members. Ensure compliance with bylaws regarding meeting preparation and documentation. Coordinate the preparation and distribution of official meeting minutes (in collaboration with external legal counsel). Communication & DocumentationPrepare documents and materials for high-level meetings. Compose and prepare confidential correspondence and compile documents for travel-related meetings.

Respond to requests for materials regarding the CEO and the organization, ensuring timely and accurate delivery. Operational & Administrative ExcellencePrepare and process expense reports and maintain budget tracking files. Ensure timely follow-up on emails and correspondence. Maintain stakeholder contact data, ensuring accuracy and up-to-date records. Team & Meeting CoordinationAssist in coordinating agendas for senior management team meetings, off-sites, and all-staff meetings. Provide oversight to ensure the staff calendar reflects all committee meetings. Proactively prepare an annual calendar for major meetings and organizational events.

This role description is not prescriptive, and the post-holder may be required to undertake other responsibilities reasonably required by the Operations Team in order to support and fulfil the purpose ofthe role. Required Education and Work ExperienceEducational Background: bachelor's degree in business administration, communications, or secretarial studies. Professional Experience: at least ten years of relevant experience in administrative support. Required CompetenciesExceptional organizational skills to manage complex schedules, meetings, and deadlines with precision. Outstanding communication abilities, both written and verbal, to engage confidently with executives, members, and teams.

Strong multitasking and prioritization skills, with the ability to handle multiple responsibilities efficiently. Meticulous attention to detail in managing documents, emails, and calendars. Adaptability and flexibility in a fast-paced, dynamic environment. Tech-savviness, with proficiency in Microsoft Office Suite and email management tools. Discretion and professionalism in handling confidential and sensitive information. A proactive, solution-oriented mindset to anticipate and resolve challenges. Excellent interpersonal skills, fostering positive relationships across diverse stakeholders. Cultural awareness and inclusivity, thriving in an international and multicultural setting. Fluency in English, with native-level or exceptional written and spoken proficiency.

Required LocationBrussels, BelgiumWhat we offerJoin a vibrant and diverse team of professionals dedicated to making a difference. Immerse yourself in an international working environment, collaborating with colleagues from around the world. Support a wide range of topics, from sustainability to modern agriculture. Enjoy an attractive remuneration package commensurate with your skills and experience. Access opportunities to further develop your skills and expertise, fostering personal and career growth. Take on meaningful responsibilities and opportunities to showcase your entrepreneurial spirit. Full-time permanent contract in Brussels.

Ready to take your career in trade policy to the next level? Apply now and be part of our dynamic team driving positive change on the global stage. How to applyIf you are interested, please send your CV (max. 2 pages) and cover letter explaining your motivation and fit to valerie. moens@croplife. org. The CV and cover letter must be submitted as one document. Only applications and CVs written in English will be accepted. The closing date for applications is July 26th, 2025. Only short-listed candidates will be contacted. First round interviews will take place on July 28th, 2025.

The second round of interviews will be held on July 30, 2025. Ideal start date: September 1st, 2025.