Office Coordinator

The Office Coordinator oversees the smooth day-to-day operation of the EPC office and coordinates the planning and execution of internal and external events. The role combines office management, administrative support, and event coordination to ensure a well-organised workplace and successful meetings, workshops, and conferences. The Office Coordinator is a key point of contact for staff, visitors, and external partners, ensuring efficient workflows and a high-quality experience for everyone who interacts with the EPC.

Key Responsibilities

Office Management & Administration

• Manage day-to-day office operations, including phone and email communications, mail handling, and office equipment maintenance.
• Maintain and update filing systems, databases, membership lists, and internal directories.
• Order, distribute, and monitor office supplies and equipment.
• Keep EPC calendars up to date.
• Prepare and maintain internal documents, templates, and resources for staff.
• Quickly troubleshoot and resolve operational issues (IT, facilities, logistics, etc.) to ensure a smooth and efficient office environment.

Event Planning & Organisation

• Organise and coordinate in-house and offsite meetings, workshops, formal dinners, and other events (average of 8 meetings per month).
• Arrange venues, catering, logistics, and meeting setups, including badges, nameplates, and materials.
• Manage invitations, attendance tracking, and reminders for EPC working groups and General Assembly meetings, in liaison with the Communications Manager.
• Support registration and participation processes on platforms such as SPREDS.
• Maintain high-quality records of meeting minutes, agendas, and follow-ups.
• Collaborate with internal teams to ensure events align with EPC standards and objectives.

Executive Support

• Coordinate travel arrangements, including flights, accommodation, and itineraries.
• Prepare and submit expense reports, reimbursements, and related documentation.
• Manage the Director General's calendar, scheduling, and travel arrangements.
• Prioritise appointments, meetings, and commitments to maximise executive effectiveness.
• Prepare agendas, briefing materials, presentations, and meeting documentation.
• Screen and prioritise incoming communications and ensure timely follow-up.

Communication & stakeholders Interaction

• Serve as the first point of contact for visitors, members, and external partners.
• Coordinate with internal teams to ensure alignment and smooth information flow.
• Respond efficiently to requests, inquiries, or issues from staff and external stakeholders.

Why Join Us

• A role with real variety: from organising high-level events and meetings to solving day-to-day challenges, you’ll be at the centre of what makes the EPC office work.
• Work with people who matter: interact with colleagues, members, partners, and senior stakeholders while building a strong professional network across Europe.
• Grow your skills and influence: take ownership of important operational and organisational tasks and develop your expertise in a n international environment.

Position Requirements

• Bachelor's degree.
• Fluency in English and French or Dutch (C1 or above) is required.
• Based on-site at the EPC office in Brussels (1040 Etterbeek)
• Proven experience in office management, executive support, and event coordination (min. 8 years).
• Strong event planning and logistics management skills.
• Office administration and operations management experience.
• Budget management and cost control experience.

General Requirements

• Proficiency in Microsoft Office 365
• Fluency in English and French or Dutch (C1 or above) is required
• Ability to manage multiple tasks and meet deadlines
• Excellent attention to detail and organisational skills
• Ability to work independently and in a multicultural team environment
• Excellent communication and interpersonal abilities
• High level of professionalism, discretion, and confidentiality
• Proactive and solution-oriented
• Ability to work legally in Belgium and to work on-site at EPC Brussels’ office

What We Offer

• A 10-month fixed-term contract or Freelance mission (September 2026 – June 2027).
• A dynamic, international working environment in the heart of Brussels.
• A comprehensive compensation and benefits package, including:
• Meal vouchers (€8)
• Eco-vouchers (€250)
• Full health insurance
• 100% reimbursement of transportation costs

Recruitment Process

Our recruitment process is designed to be transparent and efficient:

• 30-minute in