Office Assistant

Euroheat & Power

Brussels, Belgium

The Role:

Working directly with the Managing Director and responsible for managing all administrative and logistics activities that facilitate the smooth running of the office. As Office Assistant you are the first point of contact for our members from over 30 different countries, our multinational team and our different suppliers. Therefore, strong communication skills are a prerequisite. The capacity of prioritising, being organised and developing your tasks, the ability of delivering and responding quickly to new requests are highly appreciated. The position is multidisciplinary and requires flexibility and adaptation to a rather small (12 employees) but dynamic association environment.

Key responsibilities:

Office logistics & administrative tasks

  • Phone and physical reception: Answering telephone and e-mail enquiries & pro-actively provide information when basic request. Liaising with relevant staff when more complex requests, decision making needed, etc. while prioritising members’ requests; receiving/welcoming visitors;
  • Encoding, updating and maintaining contacts in our database / CRM management (from A-Z);
  • Enter and manipulate data and information in Word, Excel and other applications;
  • Organising the office layout and maintaining supplies of stationery and equipment, this includes placing orders and recording office expenditures (track receipts/invoices);
  • Maintaining the condition of the office: day to day contact person for landlord and suppliers (IT, catering, etc.) sort out maintenance and arranging for necessary repairs; escalating and reporting to IT if necessary;
  • Managing membership administration, including invoices of members and ensuring all documents are properly filed;
  • Assisting the management of Board Meeting related administration and planning activities; Management of the websites and intranet: updating content, posting documents etc.;
  • Any other task reasonably requested for an efficient running of the office & association.

Team Support:

  • Coordinating internal meetings (scheduling, booking rooms, catering, support during the meeting, etc.);
  • Help with induction of new employees alongside head of department;
  • Be the “Go to” person for any office related queries; Manage any employee cases (leavers/joiners/lost keys etc.);
  • Support colleagues with general administration assistance when needed;
  • Load/unload dishwasher when necessary; Review & keep up to date insurance policies; Keep director informed of pending issues or potential problems;
  • Any other linked tasks.

Skills and abilities:

  • First-class written and verbal communications skills in English and preferably also in French or Dutch;
  • Good knowledge of the Microsoft Office suite including Outlook, Word, Excel and sound understanding of CRM/databases and website ideally WordPress;
  • Excellent organisational abilities to plan and think ahead, to prioritise tasks, and a self-reliant administrator with excellent attention to details;
  • Team-minded, proactive, flexible and with a consensual approach and able to work well in a small team;
  • Strong sense of client (member) service;
  • Positive attitude, friendly personality and outstanding diplomatic interpersonal skills (in writing, on the phone and in person);
  • 2-5 years relevant experience in office management or as an executive assistant;
  • Able to work in the Brussels office on a daily basis;
  • Committed to working as part of a small team and significantly contribute to its effectiveness and success of the association

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