Office Administrative Assistant
Title: Office Administrative Assistance
Reports to: Director General & Senior Manager
Job Summary
Your presence at the office is an essential part of the job. You will be working closely with the team and be the first point of contact for visitors to the office. As an essential part of the team, you will be responsible for the smooth operation of the CLIA Europe office. You will be supported by, and work closely with the Sr. Manager Governance & Administration.
Essential job functions include
- Be the permanent presence at the office
- Responsible for the processing of all mail (receiving, sending, scanning)
- Maintain an updated list of office contracts
- Manage of the general inbox; respond to email inquiries accordingly
- Manage the office supplies ordering process (stationary, water and coffee etc.)
- Manage the CRM database & maintain accurate up to date contact lists in Outlook
- Meet and greet visitors
- Plan and organise catering for occasional events in the office
- Assist the Director General in planning, scheduling meetings and coordinating business travel
- Manage the Director General’s diary
- Support the CLIA team in organising events and travel
- Assist with the preparation and formatting of meeting documents
- Ad-hoc administrative tasks
- Run occasional errands when needed for the smooth functioning of the office and CLIA activities
Required Education and Experience
- Bachelor’s degree in related field or equivalent experience in similar role
- At least two years related work experience in an administrative support role
Required Knowledge, Skills, and Abilities
- Excellent written and spoken English required, any other EU language is a plus
- Proficient with MS Office
- Professional telephone manner
- Excellent organisational skills and attention to detail
- Must have the ability to work independently, as well as part of a team
- Be flexible and resilient to stress
- Ability to prioritise and meet deadlines
- Be communicative
- Have initiative
- Be open to learning new skills
- Must be professional
Preferred Education and Experience
- Having worked in an international environment
- Having experience working with EU institutions
- This position is based onsite 5 days a week in the Brussels office
- Due to the ongoing pandemic, there is some flexibility to work from home with advance approval
- This position does not require any travel
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change in relation to the needs of the office.
- Full time employment (38hrs/wk)
- Initial 1 year fixed-term employment, with the option to transform into a contract with no end date if both parties agree
- Competitive salary
- Group insurance
- Additional health insurance
- 100% public transportation reimbursement
- Mobile phone
- Laptop
CLIA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
How to apply
Please send your CV and cover letter to [email protected] by 23 October 2022 18.00 CEST.
Or if you have any questions, please use the same email address.