Receptionist and Administration Assistant

Candidate profile
 
Education ​

• Bachelor’s degree in secretarial studies or comparable professional experience.
   

Experience

• 3-5 years’ experience as an administrative assistant and/or front-desk assistant;
• Good knowledge of the EU institutions and EU policy processes is an asset;
• Experience with Belgian administration processes is an asset;

 Skills

• Proven advanced-level ability to draft correspondence and documents in English;
• Excellent customer service skills;
• Detail-oriented, able to multi-task and take initiative;
• Analytical thinking, judgment and problem-solving skills;
• Ability to work effectively in a multicultural team;
• Good working knowledge of MS Office Suite (Word, Outlook, Power Point, Excel, Teams, Skype for Business, etc.);
• Working knowledge of office equipment such as printers, etc.

 Languages

• Excellent levels of spoken and written English and French are required;
• Working knowledge of other EU languages is an advantage.

 

Job purpose

The purpose of this position is to provide administrative and technical support to the office. Along with fulfilling the key responsibilities listed in the section below, it involves managing the smooth running of events held at the office, including meetings and events organised by our members.

Under the supervision and guidance of the Director and the HR and Administration Officer, the Receptionist and Administration Assistant will contribute to front-desk tasks, general administration, and logistics.

The position offers valuable work experience in a small and dynamic team.

 Key responsibilities 

• Welcome and assist visitors and guests;
• Screen incoming phone calls, respond to general inquiries, relay messages to staff;
• Sort and distribute incoming mail and deliveries, prepare outgoing mail;
• Keep stock of supplies, order office stationery etc.;
• Manage travel and hotel arrangements for staff;
• Maintain tidy reception, kitchen, common areas and meeting rooms;
• Ensure maintenance of office equipment (photocopy machines, phone conferencing, audio-visual technology);
• Coordinate practical aspects of meetings and workshops,
• Maintain contact databases and distribution lists;
• Support colleagues in office administration processes, information systems, accounting tasks and document management;
• Implement office systems and procedures as requested, produce relevant templates and documents, provide guidance to colleagues.