Project Assistant

De Smet Engineers & Contractors (DSEC) provides the industry with general contracting services as an industrial integrator from project management (EPCM) to full turnkey construction (EPC) via Conceptual Engineering.

DSEC has an established reputation as process integrator, specializing in the agro-industrial fields such as Sugar, Edible Vegetable Oil & Proteins, Biofuels, Bio Based Products & Agro nutrients. It is a world-class provider of Engineering, Procurement and Construction services under a single point responsibility.

To support his Procurement Department, DSEC is looking for a Project Assitant.

As a member of the project team and reporting to the Project Manager, the Project Assistant provides administrative, organizational, and coordination support to ensure the efficient execution of EPC, EPCM, and engineering projects.

The role is primarily dedicated to supporting project execution activities. As part of a temporary organizational arrangement, the Project Assistant will also support the Sales Department and assume certain sales and marketing administration duties during the absence of the personnel normally responsible for these activities. Acting as a key facilitator between project team members and internal departments, the Project Assistant ensures smooth information flow and effective administrative coordination.

Key Responsibilities

Project Support (Primary Responsibility)

Provide day-to-day administrative and coordination support to Project Managers and project teams.

Documentation & Correspondence

• Prepare, format, issue, and archive project documents.

• Maintain project filing systems and document repositories.

• Manage project correspondence and distribution of official communications.

• Ensure project records are properly filed and easily retrievable.

• Maintain project contact lists and distribution matrices.

Team Coordination

• Organize project meetings, workshops, and reviews.

• Prepare meeting agendas and issue meeting invitations.

• Draft and distribute meeting minutes.

• Monitor action lists and follow up on outstanding actions.

• Coordinate travel arrangements and logistics for project team members.

Project Administration

• Assist in maintaining project schedules, trackers, and databases.

• Support cost control activities through data collection and reporting.

• Prepare project progress reports and presentations.

• Follow up internal procedures and ensure compliance with company processes.

• Assist in the preparation of project deliverables and client submissions.

• Support onboarding of new project team members.

Sales & Marketing Support

Provide administrative and coordination support to the Business Development and Sales teams.

Proposal & Tender Support

• Assist in the preparation and submission of commercial proposals and tenders.

• Compile administrative sections of bid documentation.

• Collect and update company reference projects, CVs, certificates, and supporting documentation required for proposals.

• Ensure proposal files are complete and submitted within deadlines.

Customer Relationship Management

• Maintain and update customer and prospect databases.

• Support the preparation of client presentations and commercial documents.

• Assist in organizing client meetings and business development events.

Marketing Support

• Assist in the preparation and distribution of marketing materials, presentations, brochures, and corporate communication documents.

• Maintain and update company references, project descriptions, and marketing content.

• Support the organization of trade fairs, conferences, client events, and networking activities.

• Assist in the preparation of company announcements, newsletters, and website content updates.

• Contribute to the maintenance of the company's visibility on professional platforms and communication channels.

• Support market research activities, competitor analysis, and the collection of business intelligence information.

• Ensure consistency and quality of corporate branding across commercial and marketing documents.

Office & Administrative Support, on request

Provide general administrative support to ensure smooth office operations.

• Provide reception desk coverage when required.

• Welcome visitors and coordinate meeting room arrangements.

• Manage incoming calls and general inquiries during reception back-up periods.

Soft Skills

The successful candidate demonstrates:

• High energy and positive attitude.

• Proactive mindset with a strong sense of ownership.

• Ability to anticipate needs and go beyond simple task execution.

• Strong organizational and planning capabilities.

• Excellent prioritization skills in a multi-tasking environment.

• Strong communication and interpersonal skills.

• Team-oriented approach with a collaborative mindset.

• Ability to work autonomously while maintaining high quality standards.

• Attention to detail and rigorous follow-up.

• Flexibility and adaptability in a dynamic project environment.

Experience

• Minimum 2 years of relevant experience covering at least part of the responsibilities described above.

• Experience in project administration, project coordination, sales administration, or executive assistance.

• Experience in engineering, construction, industrial, EPC, or EPCM environments is considered a strong advantage.

Education

• Bachelor’s degree or equivalent experience.

Languages

• French: minimum C1 level.

• English: minimum C1 level.

• Additional languages are an advantage.

IT Skills

• Good command of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).