International Management Office Coordinator
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Jop position : International Management Office Coordinator
Organisation: EVBB – European Association of Institutes for Vocational Training
Location: Brussels, Belgium or Athens, Greece / Hybrid
Reporting to:Secretary General of EVBB
About the role:
EVBB is looking for an organised, reliable and internationally minded International Affairs Management Coordinator to support the day-to-day coordination of its management activities.
The role will work closely with the Secretary General and the Director of EVBB, with a strong focus on travel, meetings, events,correspondence, documentation, and management follow-up.
This is a coordination and management-support position.
Main responsibilities :
- Coordinate travel arrangements for EVBB management, including flights, hotels, transfers and registrations.
- Prepare and maintain travel itineraries and related documentation.
- Support calendar management and scheduling of internal and external meetings.
- Coordinate meetings with members, partners, institutions and other stakeholders.
- Support the organisation of Board, management and team meetings.
- Prepare agendas and collect relevant meeting documents.
- Keep track of agreed actions, deadlines and follow-up items.
- Coordinate conference registrations, speaking engagements and event logistics.
- Support the preparation and collection of presentations, biographies and other event materials.
- Assist with selected management correspondence and routine follow-up.
- Coordinate documents requiring review, approval or signature.
- Support travel expenses, invoices and reimbursement documentation.
- Maintain well-organised management files and records.
- Provide general administrative and organisational support to EVBB management.
What are we looking for?
- At least 2 years of relevant professional experience.
- Excellent organisational and time-management skills.
- Very good written and spoken English and German strongly desired
- Strong attention to detail.
- Confidence using Microsoft 365 and digital collaboration tools.
- Strong knowledge of AI tools
- Experience with travel arrangements, meetings or event coordination.
- Ability to manage several priorities at the same time.
- Professional and discreet communication style.
- Ability to work independently and reliably.
- Experience in an international organisation, association, NGO, education organisation or European environment would be an advantage
The following would be considered an advantage:
- Knowledge of additional European languages.
- Experience with CRM or project-management tools.
- Experience coordinating international travel.
- Familiarity with European institutions, associations or EU-funded projects.
What do we offer:
- A smooth onboarding process
- A highly international working environment.
- Close collaboration with EVBB management and an international team.
- Exposure to European and international education and training networks.
- Flexible and hybrid working arrangements.
- Opportunities to develop within the organisation and gradually take on additional responsibilities.
- Competitive remuneration based on experience including salary and benefits
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