Administrator/Cordinator

Job Offer Coordinator – High-Level Engagements & General Support Position Overview An international organization based in Brussels is seeking a Coordinator – High-Level Engagements & General Support to strengthen its administrative and coordination capacity. The role supports senior leadership by ensuring effective coordination with internal and external stakeholders, maintaining engagement planning tools, and managing key documentation and communication channels. Purpose of the Role The Coordinator is responsible for maintaining and further developing the High-Level Engagement Plan, ensuring accuracy, consistency, and accessibility of information and related documentation such as agendas, briefing notes, presentations, and internal notes. The role also provides ongoing support through the maintenance of internal collaboration platforms and contributes to continuous improvement of existing processes. Key Responsibilities Administration & External Coordination Facilitate timely coordination between external stakeholders and internal representatives Ensure smooth information flow in preparation for speaking engagements and external events Follow up on invitations received and coordinate internal alignment to secure timely responses Internal Coordination Liaise regularly with Heads of Section, the Principal Advisor, and the senior management office Ensure proper internal alignment and appropriate level of representation at external events Member & Stakeholder Relations Maintain excellent relationships with members and key stakeholders Share information on invitations received, including recommendations where appropriate High-Level Engagement Planning Support regular updates of the internal stakeholder engagement tracker Contribute to weekly reporting and ensure the engagement plan remains accurate and up to date Document Management Manage and update SharePoint and other collaboration platforms Ensure documentation is accurate, well-structured, and easily accessible Mailbox Management Monitor and organize a shared senior management mailbox Allocate incoming requests to relevant teams or individuals Provide standardized responses to common inquiries and ensure timely follow-up Profile Requirements Education & Experience Bachelor's degree or equivalent professional experience 0–3 years of relevant work experience Technical Skills Strong knowledge of Microsoft Office, Office 365, Teams, and SharePoint Languages Excellent written and verbal communication skills in English Good command of either French or Dutch Competencies Strong business awareness and institutional understanding Clear and effective communication adapted to different audiences High sense of accountability and attention to detail Integrity, discretion, and ability to build trust Ability to manage complex information and prioritize tasks Organizational awareness and adaptability in complex environments Strong planning, coordination, and time-management skills Motivation for continuous learning and professional development What We Offer A dynamic and international working environment A central coordination role with exposure to senior leadership Opportunities for professional growth and skill development