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Assistant/Assistante
Il y a 13 minutes
Job Title: Assistant – Public Affairs Team Location: Brussels, Belgium (or specify location if needed) About the Role: We are seeking a dynamic and motivated Assistant to join a busy and high-performing Public Affairs team. This role is ideal for a professional with a passion for administration, who takes initiative, works with precision, and thrives in a fast-paced environment. You will provide high-level support to the Leadership team and assist with the coordination of department activities, projects, and events. Key Responsibilities: 1. Executive Support: Manage agendas for the Executive Director and three Directors, including scheduling meetings and ensuring sufficient focus time. Prepare materials for meetings when required. Organize travel arrangements and manage expense reports. 2. Department Coordination & Daily Support: Coordinate weekly team meetings, including agenda preparation and follow-up on action points. Organize departmental activities and away days, managing logistics, venue, catering, and materials. Maintain and organize Public Affairs documents on SharePoint, ensuring version control and accessibility. Act as the central point of contact for administrative requests and queries. Support onboarding for new team members with welcome materials and introductions. 3. Project & Event Support: Assist with logistics for flagship events, including venue booking and guest list management (GDPR compliant). Coordinate registration websites and calls with stakeholders, taking minutes and tracking action points. Support post-event reporting and invoicing processes. 4. General Administrative Support: Maintain and update contact mailing lists (e.g., Salesforce). Assist with reviewing and updating internal communication platforms. Coordinate input collection from colleagues for Public Affairs-related work. Qualifications & Experience: Bachelor's degree in Office Management or related field. Minimum 3 years' experience as an assistant, preferably supporting senior management. Excellent written and spoken English; additional languages are a plus. Strong proficiency in Microsoft Office (Excel, Word, PowerPoint) and web/social media tools. Exceptional organizational, time management, and interpersonal skills. Ability to prioritize, anticipate challenges, and work under pressure. Personal Qualities: Team player with the ability to work independently. Curious, fast learner, and committed to continuous improvement. Proactive problem solver with excellent customer orientation. Able to maintain focus and composure under stress. What We Offer: A people-oriented, international, and dynamic work environment. Positive approach to work-life balance and mindful workplace culture. Opportunities to work on challenging and high-profile topics. Professional development opportunities, including training, coaching, and mentorship. About the Team: The Public Affairs team is a fully-integrated unit of advocacy and communication professionals. You will engage with EU policy issues, campaigns, events, media, and digital projects, supporting strategic initiatives while receiving full team support.
