Office Manager

Salary range: €40,000 to €49,000 per annum

Contract: Permanent

About the Department

RUSI Europe is the Brussels office of the Royal United Services Institute, a global defence and security think tank, with almost 200 years of history, headquartered in the UK. We play an essential role in navigating Europe's defence and security landscape.

The finance department oversees European and African accounting operations from Brussels, reports directly to London, and provides the necessary support to local auditors.

About the role

The Office Manager is responsible for ensuring the smooth day-to-day running of the Brussels office while also providing essential financial and administrative support to the Finance and Administration Senior Officer. This role combines office coordination, supplier and facilities liaison, administrative organisation, and support with financial processes, EU project administration, and basic accounting tasks. It is a key role in maintaining an efficient, well-organised office environment and in supporting the wider team with accurate, timely, and practical day-to-day assistance.

Key Responsibilities

Office management and administration

• Liaise with the building manager on office-related matters.
• Liaise with third-party providers, including internet and printer services.
• Order office furniture, coffee, tea, and light catering when needed.
• Share information on public holidays and other office updates with staff.
• Take a lead role in shaping office culture and local HR initiatives in the Brussels office, working closely with and under the guidance of the HR Director in London, and acting as the first point of contact for HR-related questions from Europe-based staff.
• Maintain fixed asset inventory, including IT items, furniture, badges, and keys.
• Keep contact lists for suppliers and staff up to date.
• Draft, update, and maintain templates and standard documents.
• Support general administrative tasks as they arise.
• Maintain paper and electronic filing systems.
• Reorganise and maintain shared drives to ensure documents are properly stored and accessible.

Financial and project support

• Support the Finance team in daily tasks.
• Prepare contract documentation and assist with contract filing.
• Prepare periodic project reports and update finance trackers for EU projects.
• Collect supporting documents such as timesheets, invoices, and contracts.
• Support audit preparation by organising and preparing files.
• Follow up on expenses and verify per diem and exchange rate calculations.
• Print reports and send them to the European Commission when required.
• Assist with ICA invoicing and reconciliation.
• Liaise with suppliers, including travel agencies, insurance providers, and Actiris.

Events and outreach support

• Manage event venues, including requesting quotes, maintaining invitee lists, and liaising with third-party providers.
• Order and manage conference and communications materials.
• Keep RUSI Europe's CRM contact lists up to date.
• Keep the bids platform, ORBIT, up to date.
• Assist with editing the RUSI Europe monthly newsletter.
• Assist with scheduling meetings with partner organisations.
• Support research groups in identifying potential partners for events and projects.

Person specification

• Bachelor's degree, ideally with relevant experience in administration and basic accounting and HR.
• Previous professional experience in a similar role.
• Strong organisational skills and excellent attention to detail.
• Proactive, motivated, adaptable, and able to work independently.
• Strong written and verbal communication skills.
• Service-oriented with a problem-solving mindset.
• Comfortable working in a dynamic international team.
• Demonstrated intercultural skills and a collaborative attitude.
• Full IT proficiency, including MS Office applications.

Language requirements

• Proficiency in spoken and written English.
• Working knowledge of French or Dutch.

We expect all staff to abide by and promote our RUSI's Vision and Values and Equal Opportunities Statement.

Equal Opportunity and Values

At RUSI you will be appreciated and valued. Our stakeholders, transactions, and projects are international and diverse, so we work hard to create inclusive teams that support our efforts and each other. We are committed in promoting equality and diversity in our workforce and make it as diverse as the communities we serve. Our recruitment data helps us monitor the effectiveness of our recruitment practices in order that we can co