Office Assistant

IntroductionArctik is a Brussels-based communication agency that puts sustainability first. We provide a broad range of communication services to European clients who focus on environmental and climate issues, circular economy, and sustainable development. We are part of the leading science and innovation consultancy Technopolis Group.About this jobAre you the kind of person who notices when the coffee’s low, knows how to fix the printer jam before anyone else, and can greet guests with warmth while juggling multiple tasks at once? If yes, we’d love to meet you.At Arctik, we're looking for a proactive, hands-on, and friendly Office Assistant to be the heartbeat of our Brussels office: someone who keeps things running smoothly, brings positive energy to the team, and supports both day-to-day operations and special events. This is an on-site position.Your profileA natural organiser with a friendly and professional demeanor.Fluency in English and French; Dutch is a plus.Comfortable with IT tools and office software.Someone who enjoys working in a dynamic, international and multicultural environment.Proactive, autonomous, reliable, resourceful, and detail-oriented.Your responsibilitiesFront-of-house & communicationsWelcome visitors, suppliers, and couriers with a smile and make sure they’re in the right place.Handle phone calls and emails, making sure they reach the right person or are answered promptly.Manage incoming & outgoing mail, including regular and registered post and couriers. Facilities & suppliesOrder and manage office supplies (coffee, paper, stationery, etc.).Maintain relationships with suppliers (cleaning services, stationery providers, maintenance teams).Collect the invoices, scan and transfer them to the finance departmentCoordinate repairs and upkeep of office, furniture and common areas.Manage, coordinate repairs and upkeep of IT equipment Office & meeting supportOrganise logistics for internal meetings and external events (e.g. Christmas dinner, planning sessions, BP Days).Prepare meeting rooms (coffee, equipment, IT setup) and manage the room calendar.Order catering for guests and staff when needed.Monitor office presence and assist with physical access and security. Event & group coordinationAssist with logistics for events (e.g. Board and strategy committee), including booking restaurants and taxis.Organise internal celebrations and staff gifts: from concept to execution.Travel and hotel bookings  Communication & project supportKeep the team informed about anything office-related (repairs, updates, etc.).Provide occasional support for projects (e.g. printing badges, supporting events on-site).Help monitor and improve our office's environmental practices and obtain new certifications. Health & SafetyServe as the First Aid Officer (training provided).Support fire safety procedures and readiness.Our offerLocation: Brussels Type of contract: part-time / Starting September-October 2025Our team: A positive and open-minded international, flexible working environment within a team of like-minded professionals in BrusselsInterested? Apply directly Applicants should have a EU citizenship or a valid work permit to apply. GDPRArctik is committed to protecting your privacy. We will always keep your personal data safe and will aim to comply with applicable data protection legislation, including the EU General Data Protection Regulation 2016/679 and the Belgian Data Privacy Act of 8 December 1992 (FR/NL). We do not store CVs of rejected job applicants unless the individual has given us their consent.About usAt Technopolis Group, we began our journey as pioneers in the evaluation of science, technology and innovation policies. While evaluation remains a cornerstone of our identity, we’ve evolved into a trusted partner for evidence-based decision-making across a wide spectrum of policy areas.Today, our multidisciplinary experts offer strategic advice, forward-looking foresight, and robust project and network management, even in the most complex contexts. We combine cutting-edge data analytics with a deep understanding of policy to deliver insights that are both rigorous and actionable. From assessing policy effectiveness to measuring impact and communicating results to diverse audiences, we ensure clarity, relevance and reach.We don’t believe in one-size-fits-all solutions. Instead, we collaborate closely with our clients to design tailored approaches that truly meet their needs.Our work spans the globe and the governance spectrum, partnering with international institutions such as the European Commission and multilateral development banks, as well as with national, regional and local authorities. We also support universities, research centres, business networks, clusters, and incubators, helping them navigate complexity and drive impact.