Assistant

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