Office Assistant for an European Organisation

Région
Brussels
Salaire
Negotiable
Publication
lundi 12 juin 2017
Date limite
mercredi 12 juillet 2017
Réf
554628/001
Contact
Lisa Croisier
Niveau d'expérience
0 à 2 ans d'expérience
Type de contrat
Fixe
Temps de travail
Temps plein

Reporting to the General Delegate, the Office Manager responsibilities include scheduling meetings and
appointments, making office supplies arrangements, greeting visitors and providing general administrative
support to our employees (approx. 18).

Client Details

My client, rapidly evolving and dynamic organisation in Brussels, is the global industry association for transport, driving the sustainable mobility of people and goods across the planet. The Association is helping the world get where it needs to be !

Description

Ultimately, the Office manager should be able to ensure the smooth running of the office and help to
improve company procedures and day-to-day operation. This job excludes payroll and bookkeeping.
Responsibilities
 Serve as the point person for office manager duties including:
 Maintenance
 Mailing
 Supplies
 Equipment
 Bills
 Errands
 Schedule meetings and appointments
 Organize the office layout and order stationery and equipment
 Maintain the office condition and arrange necessary repairs
 Partner with HR to update and maintain office policies as necessary
 Organize office operations and procedures
 Coordinate with IT department on all office equipment
 Ensure that all items are invoiced and paid on time
 Manage contract and price negotiations with office vendors, service providers and office lease
 Manage office G&A budget, ensure accurate and timely reporting
 Provide general support to visitors
 Assist in the onboarding process for new hires
 Address employees queries regarding office management issues (e.g. stationery, Hardware and travel
arrangements)
 Liaise with facility management vendors, including cleaning, catering and security services
 Plan in-house or off-site activities, like parties, celebrations and conferences

Profile

Requirements
 Proven experience as an Office manager, Front office manager or Administrative assistant (several years
experience)
 Knowledge of office administrator responsibilities, systems and procedures
 Proficiency in MS Office (MS Excel and MS Outlook, in particular)
 Hands on experience with office machines (e.g. printers)
 Familiarity with email scheduling tools, like Email Scheduler
 Excellent time management skills and ability to multi-task and prioritize work
 Attention to detail and problem solving skills, well-organised
 Excellent written and verbal communication skills
 Strong organizational and planning skills in a fast-paced environment
 A creative mind with an ability to suggest improvements
 High School degree; additional qualification as an Administrative assistant or Secretary will be a plus
 Fluent in English and French

Job Offer

On offer :

Interesting salary package

challenging position and international environment

Possibility to grow