Executive Assistant
Ghent
CEO Office /
Payroll /
Hybrid
Who we are?
Silverfin is a cloud first solution that enables accountants to streamline significant parts of their workload and spend more time on value adding activities.
Silverfin solves a very real problem: it automates a large chunk of the repetitive tasks that people working in financial services spend their time on and improves communication with their clients.
Recognised as an industry leader, we have picked up many accolades, including in 2021 winning Deloitte Belgium’s Technology Fast 50 award for most sustainable growth - an award given to the company with the best percentage growth over the last four years.
Our headquarters is in Ghent Belgium, from where we have successfully launched activities in BeNeLux and the UK. From all our offices and via our remote teams, we’re serving a strongly growing customer base, including the big 4, in 15 countries with 180+ colleagues. Since November 2023 we are proudly part of Visma - the European leader in mission-critical cloud software, enjoying the power of the Visma brand and resources whilst retaining business autonomy and go-to-market freedom.
At Silverfin, we're an equal opportunity employer and value diversity at our company. We do not discriminate based on race, religion, colour, national origin, gender, sexual orientation, age, marital status, or disability status.
We're committed to elevating talent by creating an environment where we can all thrive together.
How would you support our success?
We have an exciting opportunity for an ambitious and self-starting multi-tasker with high integrity to join our fast-paced international SaaS business.
As our Executive Assistant, you’ll be partnering closely with our CEO and Chief of Staff and support them in their daily activities. You will be the cornerstone of their efficiency, taking proactive steps to anticipate needs and unburden them wherever possible.
This position will provide a wide range of not only administrative support, but also planning, communication and interaction with our senior-level leaders, as well as organising activities.
You’ll be acting as a “gatekeeper” to the CEO, helping to ensure that their day-to-day operations run smoothly and efficiently. You will need to understand deeply how our CEO and Chief of Staff work, and will learn a lot from them in the process..
The role will suit you if you can hit the ground running, navigate your way around ad hoc demands and priorities against day-to-day duties, and have a ‘getting things done’ attitude.
In this role you will report directly to the Chief of Staff.
This is a hybrid role, which allows you to combine presence in our office in Ghent (Belgium) with remote working.
Your responsibilities
- Scheduling appointments and provide calendar management, including troubleshooting conflicts, to ensure smooth running of our CEO’s daily appointments
- Making travel arrangements
- Making sure the CEO is informed and aware of upcoming commitments.
- Schedule 1 on 1 meetings, Leadership team meetings, Board meetings, Off site meetings, Town Halls, etc. and ensure practical organisation (meeting room reservation, set up video conferencing, arrange lunch, etc.) in coordination with the Chief of Staff
- Ensure that the executive leadership is informed of priorities, deadlines, and challenges.
- Planning and organisation of various projects, events, dinners, catering, etc. in close collaboration with other departments
- High level relationship support for the executive team - ensuring gifts, recognition, celebrations and acknowledgements are anticipated and provided for
- Prioritising client and business visits, phone/video calls and communication
- Welcoming visitors, providing a professional representation for the company
What would success look like?
- Seamless Calendar Management: The CEO’s calendar is meticulously managed, ensuring all appointments and meetings are scheduled efficiently and adjustments are proactively made as needed. People know how to make requests of the CEOs time, and all meeting requests are filtered for relevance and readiness.
- Efficient Travel Arrangements: All travel logistics for the CEO are well planned and executed, leading to smooth and stress-free travel experiences.
- Proactive Information Sharing: The CEO is consistently informed and prepared for upcoming commitments, with all necessary materials and information readily available.
- Effective Meeting Coordination: All meetings, including 1:1s, leadership team meetings, board meetings, off-site meetings, and town halls, are well-organised with all logistical aspects seamlessly handled, resulting in productive and well-facilitated sessions.
- Prioritisation and Communication: The executive leadership team is always aware of top priorities, upcoming deadlines, and potential challenges, allowing for informed decision-making and strategic planning.
- Successful Event Planning: Various projects, events, dinners, and catering arrangements are executed flawlessly in close collaboration with other departments, resulting in high-quality and well-received events.
- Exceptional Hospitality: Gifts, recognition, celebrations, and acknowledgements are thoughtfully anticipated and provided for, creating a positive and appreciative culture within the company.
- Prioritisation of Customer and Business Interactions: Customer and business visits, phone calls, and video communications are effectively prioritised and managed, enhancing relationships and business opportunities.
- Professional Representation: Visitors are warmly welcomed and experience a professional impression of the company, contributing to a positive company image.
- Proactive Project Management: Recurring commitments are well-managed and communication on actions and updates includes the right stakeholders, keeping them informed and accountable
Experience and Qualifications
- A broad and strong level of business acumen
- Minimum of 3 years' experience in a related role
- An appropriate senior level of education
- We are especially looking for someone with a high maturity level to excel in handling diverse tasks
- While work experience in a support or operational role in the SaaS industry is relevant, it's not strictly necessary
- This presents a unique opportunity for an ambitious person to kickstart a career at a high level within the company and gain insights into all facets of our organisation
Skills and knowledge
- Organisational skills: organisation and prioritisation are the core elements of this role. You must know how to keep your work organised
- Punctual and precise way of working, attention to detail
- Excellent communication skills in Dutch and English, both verbal and written
- Problem solving: determine which tasks are the most important, and swiftly make decisions for which issues your CEO needs to be involved or not
- Project management: ability to juggle various projects in parallel and keep a structured approach to recurring tasks and responsibilities to keep the CEO Office running smoothly.
- Collaboration: close collaboration with CEO, Chief of Staff and other teams is crucial
- Tech savvy: learn new technology quickly
Attitude and personality-related traits
- Flexibility: comfortable with context switching and a wide range of ad hoc tasks
- Confidentiality: high degree of integrity and comfortable dealing with confidential information
- Confidence: the ability to partner closely with C-level leaders, challenging the status quo when it matters
- Resilient: continue to work efficiently under deadlines or when the workload increases
- Detail Oriented: A keen eye for detail, ensuring precision and accuracy in all tasks
- Maturity: capacity to work autonomously and independently
- Growth mindset: you truly believe that you can constantly develop and nurture your skills, helping you and Silverfin to reach our full potential
Other
- Presence at the Silverfin Ghent (BE), combined with working remotely
- Open to travel occasionally
What's in it for you?
- The opportunity to help build a fast-paced and internationally growing Fintech Company, proudly part of Visma - the European leader in mission-critical cloud software
- Regular team activities during and after work
- Collaborate with a team of dedicated professionals, passionate about what they do, in a dynamic and evolving environment.
- Monthly Company-wide Wellbeing Days off (Reviewed Annually)
- Growth opportunities and personal training allowance
- Cool office spaces in Belgium (Ghent), UK (London - Old Street / Shoreditch), Netherlands (Gouda) and Luxembourg
- Fair salary package, lot’s of flexibility, and great additional benefits
