Office Coordinator
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Office Coordinator & Executive Assistant
AK Public Affairs is a Brussels-based strategic advisory firm supporting technology-enabled clients in shaping EU policy and making their voice heard in Brussels.We combine high-impact public affairs and communications strategies with deep technical,policyand politicalexpertise.
Behind the work is a close-knit, international team thattruly enjoysworking together. Our culture is open,collaborative and supportive, built ona strong senseof trust. We give people ownership over their work, the freedom to grow, and the opportunity to make their mark.
At AK Public Affairs, we are seeking anexperiencedOfficeCoordinator and Executive Assistantto furtherreinforceour team.This person will ensure office and supplier management,eventsorganisation andtravel arrangements,while providing executive support to theleadership.
Key responsibilities
1. Office management
- Ensure smooth day-to-day running of our two offices(different floors of the same building):
- supplies, equipment, maintenance
- Vendor coordination (cleaning company,landlord, etc.)
- Proactively maintain a professional, welcoming working environment (getting meetingroomsready before client meetings, etc.)
2. Event management
- Plan and deliverregular clientand teamevents,at our premises and externally, liaising with consultants on content and format and ensuringahigh-quality client experience.
- Coordinatelogistics:venue setup (for in-office events), managing guest lists, invitations and RSVPs, management of catering and other suppliers,budget management.
3. General administrative support
- Assistcolleagueswithlogisticsand admintasksaround client work
- Supportwithfinance/admin tasks if needed(expense management, reconciliation,etc.)
- Managetravelbookings for the team
- Help improve admin processes as the firm grows
4.Executive support to leadership
- Provide support to the twopartners including calendar management, meeting coordination, correspondence, expense processing and follow-up on key actions.
Profile
Required:
- Min.3years of relevant experience in officemanagement,event management,executive support, or similar
- Strongorganisationaland multitasking skills
- Ability to manage multiple priorities independently
- Excellent communication skills
- High levelof discretion and professionalism
- Fluent in Englishand French (preferably) orEnglish andDutch(witha good understanding of French)
Nice to have:
- Experience intheEU affairs environment
- Experienceinprofessional servicescompanies(consulting, legal, etc.)
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