Office Assistant
il y a 3 jours
**Opportunity**:
The Brussels office of Brunswick is seeking a highly organized, affable, and proactive Office Assistant. In this role, you will be responsible for handling daily maintenance of our upcoming new Brussels office, which will consist of two floors in a recently renovated building in the EU quarter (close to the European Parliament). The office includes general office areas, conference rooms, pantries, kitchens, mailroom/print room and restrooms.
In addition, you will effectively handle the office switchboards, and excellently initiate, coordinate and support the daily activities of the office in which you are staffed. You will also work closely with other business support functions (ie. Finance, HR etc.) to support a range of internal projects and processes.
**Our work in the business support services**:
The business support services team within the Company is responsible for supporting various levels of personnel across the Client Handling Team and Client Accounts, as well as being part of the Assistant team and contribute to our office management.
**Key Responsibilities**:
**This role requires onsite support Monday through Friday between the core hours of 8:30am-5:30pm (4.30pm on Friday)**
Facilities
- Service all operating spaces throughout the office
- Maintain lobby and first impression areas
- Ensure office is free of clutter at all times
- Wipe down counters, tables and common areas, empty trash as needed and operate dishwasher daily
- Restock refrigerators and kitchen supplies throughout the day
- Maintain restroom cleanliness, check and restock all restroom products
- Maintain stock of cleaning supplies
- Refill printers/copiers with paper before shift starts and when it ends
- Manage package deliveries, unpack supplies
- Post and distribute mail
- Maintain conference rooms, ensuring tidiness and cleanliness between meetings
- Set up and break down catering for office events and client meetings
- Conference room and event setup up, including moving and reconfiguring furniture
- Coordinate office supplies and inventory, placing regular orders
- Report damages and maintenance requirements (e.g. leaks, lightbulb changes), call technicians and monitor repairs
- Follow evacuation rules in case of emergencies
- Respond to special requests throughout the day
Team support
- Collaborate with team members to support a range of office management duties such as guest reception coverage, facilities and equipment management, office events and initiatives etc.
- Schedule and manage conference room reservations, anticipating and addressing in advance potential issues and navigating challenges as they come up
- Support organisation of events and internal/external meetings and celebrations
- Update and distribute employee contact and phone extension lists
- Support the finance manager with the processing and reconciliation of supplier invoices to ensure timeliness and accuracy
- Assemble invoices to be completed for payment-preparation for payment batches
- Contact suppliers as needed to update contracts and manage renewals as needed
- Provide coverage for other administrative team members during annual & other leave
**Knowledge, Skills, and Competencies**:
- Minimum two (2) to four (5) years of administrative, bookkeeping or operations experience in a fast-paced, confidential, client-driven professional services environment. We welcome applicants from diverse career backgrounds and experiences
- Intermediate to Advanced software skills (Microsoft Word, Excel, PowerPoint for PC, Outlook)
- Able to work independently with mínimal supervision, and at the same time a team player adept at collaboration and effective communications
- Meticulous, well-organized and very high attention to details
- Keen to learn new things and not afraid to embrace new challenges. Approach work with a can-do, problem-solving mindset
- Ability to think on their feet and have impeccable judgment
- **Physical requirements may include the ability to lift and move boxes weighing up to 20kg.**
- While not required, the following would be a plus:_
- International work experience or knowledge
- Multi-lingual (French, Dutch, English)
- Trouble-shooting IT skills
- Familiarization with and knowledge of the Brussels area
**Our Commitment to Diversity, Equity and Inclusion**:
Maintaining and strengthening a diverse workforce and inclusive workplace are pillars of Brunswick's culture and key to our future success. Valuing and supporting every colleague as an individual while helping them reach their full potential is critical to attracting and developing our greatest strength - our people. By embracing our differences and diverse perspectives we create richer experiences within our firm and enhance the quality of the ideas and advice that we deliver to our clients.
Brunswick is an equal opportunities employer and our Equal Opportunities Policy is available on request.
**About Brunswick Group**:
Brunswick is a critical issues fir
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