Management Assistant IP Department

About the Role

We are looking for a highly organized and proactive Management Assistant (MA) to support the daily operations of our Intellectual Property (IP) department. In this role, you will ensure smooth administrative workflows, support staff and team members, manage procurement and budget follow-up, coordinate internal and external meetings, and help organize events and workshops. You are the central point of contact for operational, logistical, and communication-related matters within the IP-department.

Key Responsibilities

1. Financial & HR Administration

• Prepare yearly department budget proposal, monitor expenses in line with the agreed budget, monthly report on financial actuals to staff
• Create Purchase Orders (POs) in SAP for all invoices e.g. GSI, Questel, Patent Inspiration, trainings, travelling, events
• Perform ‘goods receipt’ actions in SAP and verify corresponding incoming invoices
• Approve expense notes (Rydoo) and invoices (Medius)
• Approve imec time entries and send reminders when needed.
• Approve holiday requests in line with the agreed planning
• Quarterly report to staff on team absence, e.g. illness, holiday, training

2. Training&Travel Support

• Assist in the logistics of onboarding new team members.
• Coordinate requests for external training, ensuring PO numbers and cost centres are correctly handled.
• Handle travel arrangements in collaboration with Omnia Travel following the imec travel policy.
• Support hotel reservations with correct cancellation options and credit card guarantees in line with the imec travel policy

3. Workshops & Events Coordination

• Organize multi‑day workshops (e.g., ideation workshops), including:
• Preparing and sending invitations
• Managing participant lists and dietary restrictions
• Requesting quotes and reserving suitable meeting locations
• Handling PO creation, contracts, invoicing, and logistics
• Preparing agendas and materials
• Organize team events and social events

4. Office & Facilities Management

• Monitor stock and place orders for office supplies through Lyreco.

5. MS Teams & Communication

• Support the creation, maintenance, and update of MS Teams channels and SharePoint site.
• Publish/highlight imec communications relevant for the IPdepartment

6. Agenda & Meeting Support

• Support staff meetings including follow-up of open actions
• Keep agendas of staff up to date
• Prepare agenda and action list for recurring meetings involving IP director e.g. Competence Team Leaders Meeting, IPdepartment meetings.
• Schedule internal meetings e.g. team meetings, training, and external meetings e.g. visitors.

7. Organizational Memberships & External Committees

• Handle administrative steps for participation in external committees and boards.
• Manage corresponding incoming documents and archive them properly in SharePoint.
• Register team members for events and seminars e.g. AIPPI, EPI, NKO, LES.

8. Working at imec

• Building a relationship with imec’s management assistant community.

What we do for you

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. 

Who you are

• You get energy from supporting others and from taking planning and organizational tasks off their hands.
• You thrive when you can multi-task, and you can handle the stress that can come with this. 
• You have a positive, no-nonsense mindset, and enjoy improving existing ways of working. 
• You can prioritize your work, are assertive in a diplomatic way and can work autonomously. 
• You like to get things done in the most efficient and structured way. 
• You can connect well with others and can easily build a relation of trust. 
• You have excellent communication skills in Dutch and 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.

IMEC and its affiliates will not accept unsolicited resumes from any source other than directly from a candidate. IMEC will consider unsolicited referrals and/or resumes submitted by vendors such as search firms, staffing agencies, professional recruiters, fee-based referral services and recruiting agencies (hereafter “Agency”) to have been referred by the Agency free of charge. IMEC will not pay a fee to any Agency that does not have a prior written agreement with IMEC, validated by its HR department, in place regarding a specific job opening and allowing to submit resumes.