Office Assistant

Office Assistant

Bruegel

Brussels, Belgium

Deadline for applications: Saturday 31 August 2024 (23:59 CET)
Expected starting date: 1 October, 2024
Type of contract: one-year, followed by a permanent contract, upon satisfactory performance review

Bruegel is looking for a skilled Office Assistant for its office in Brussels to undertake various day-to-day office and operations tasks. You will significantly contribute to the smooth running of our Brussels-based Office, where your professionalism, intuition and administration skills will be welcome.

Bruegel is a European think tank working in the field of international economics. Established in 2005, Bruegel is independent and non-doctrinal. Its mission is to improve the quality of economic policy with open and fact-based research, analysis and debate. We are committed to impartiality, openness and excellence. Bruegel’s membership includes EU Member State governments, international corporations and institutions. For more information about Bruegel, please consult: www.bruegel.org.

KEY RESPONSIBILITIES

The Office Assistant performs the following core tasks under the supervision of the Facilities & Office coordinator and the rest of the team:

• Greet and assist visitors upon arrival, escorting them to meeting rooms and serving tea/coffee;
• Coordinate incoming travel requests from staff and guests with an external travel agency;
• Act as the back up contact person for service providers (i.e., building maintenance, cleaning, subscriptions, etc.);
• Support with various administrative tasks, including responding to general inquiries, redirecting external calls, general emails, and mail to relevant colleagues;
• Monitor office supplies inventory and expenditures (i.e., place relevant orders such as kitchen and stationery supplies);
• Assist in organising internal events: staff retreats, teams day, professional lunches/dinners;
• Collaborate with the Facilities & Office coordinator to organize in-house events’ logistics: meeting rooms arrangement, preparing tea/coffee corner, setting up tables, assisting in serving the lunches and cleaning away together with other team members;
• Contribute to on/off-boarding processes of Bruegel’s staff;
• Contribute to office files and processes: i.e., office and research subscriptions, support data management with CRM (Salesforce), update suppliers and contractors’ database (SharePoint).

GENERAL REQUIREMENTS

We are looking for a proactive candidate, sociable and result-oriented, who can work within an international research community partly based in Brussels and worldwide.

We are looking for applicants with the following skills:

• Bachelor’s degree or equivalent (ideally in office management, business administration, or similar);
• Ideally, six to eighteen months of experience working in a similar position exposed to an international and multicultural context;
• Proven experience in administrative functions;
• Analytical problem solver;
• Willing to show initiative;
• Solid organizational skills;
• Tech-savvy with extensive experience with the MS Office suite.

The working language of Bruegel is English, and the candidate must be fluent (oral/written) in English. French is undoubtedly an asset. Other languages are welcome.

Personal qualities and attributes:

• Commitment to Bruegel’s mission and vision;
• Interest in working within an international environment;
• Excellent interpersonal skills and ability to work as part of a team;
• Reliability and discretion;
• Friendly, helpful, and service-oriented.

APPLICATION PROCEDURE

To apply, please submit your application to [email protected] with the subject line: “Office Assistant_Applicant’s Name”. Your application must be submitted by Saturday, 31^st August 2024 (23:59 CET).

To apply, please submit your CV and cover letter in English, describing why you are interested in joining the think-tank world and Bruegel and what suits you for the role.

The email must contain: CV and Cover Letter in one single PDF document (merged).

Applications with missing documents and/or that do not meet the above-mentioned requirements will NOT be considered.

Because of the high number of applications we usually receive we are unfortunately unable to reply to all applicants. Only shortlisted applicants will be contacted within a few weeks.

Bruegel is committed to ensuring equal opportunities and treatment for all by providing that no job applicant receives less favourable treatment on the grounds of race, colour, nationality, religion, ethnic or national origins, gender, marital status, caring responsibilities, sexual orientation, disability or chronic illness.