Job Title: Assistant – Public Affairs Team
Location: Brussels, Belgium (or specify location if needed)
About the Role:
We are seeking a dynamic and motivated Assistant to join a busy and high-performing Public Affairs team. This role is ideal for a professional with a passion for administration, who takes initiative, works with precision, and thrives in a fast-paced environment. You will provide high-level support to the Leadership team and assist with the coordination of department activities, projects, and events.
Key Responsibilities:
1. Executive Support:
* Manage agendas for the Executive Director and three Directors, including scheduling meetings and ensuring sufficient focus time.
* Prepare materials for meetings when required.
* Organize travel arrangements and manage expense reports.
2. Department Coordination & Daily Support:
* Coordinate weekly team meetings, including agenda preparation and follow-up on action points.
* Organize departmental activities and away days, managing logistics, venue, catering, and materials.
* Maintain and organize Public Affairs documents on SharePoint, ensuring version control and accessibility.
* Act as the central point of contact for administrative requests and queries.
* Support onboarding for new team members with welcome materials and introductions.
3. Project & Event Support:
* Assist with logistics for flagship events, including venue booking and guest list management (GDPR compliant).
* Coordinate registration websites and calls with stakeholders, taking minutes and tracking action points.
* Support post-event reporting and invoicing processes.
4. General Administrative Support:
* Maintain and update contact mailing lists (e.g., Salesforce).
* Assist with reviewing and updating internal communication platforms.
* Coordinate input collection from colleagues for Public Affairs-related work.
Qualifications & Experience:
* Bachelor's degree in Office Management or related field.
* Minimum 3 years' experience as an assistant, preferably supporting senior management.
* Excellent written and spoken English; additional languages are a plus.
* Strong proficiency in Microsoft Office (Excel, Word, PowerPoint) and web/social media tools.
* Exceptional organizational, time management, and interpersonal skills.
* Ability to prioritize, anticipate challenges, and work under pressure.
Personal Qualities:
* Team player with the ability to work independently.
* Curious, fast learner, and committed to continuous improvement.
* Proactive problem solver with excellent customer orientation.
* Able to maintain focus and composure under stress.
What We Offer:
* A people-oriented, international, and dynamic work environment.
* Positive approach to work-life balance and mindful workplace culture.
* Opportunities to work on challenging and high-profile topics.
* Professional development opportunities, including training, coaching, and mentorship.
About the Team:
The Public Affairs team is a fully-integrated unit of advocacy and communication professionals. You will engage with EU policy issues, campaigns, events, media, and digital projects, supporting strategic initiatives while receiving full team support.