Position: Executive Assistant / OfficerContract type: CDI– Full-timeStart date: ASAPSalary: €3,500 gross
Main responsibilities:Meeting managementTravel organisationGeneral coordination of a team of approximately 6 peopleContext:The team is composed of around 6 members who are frequently seconded and therefore not always present in the office. The candidate will have a real federating role: coordinating the team, mobilising them for certain on-site missions, and actively contributing to building a strong team spirit.
EXECUTIVE ASSISTANT – EUROPEAt European level, the organisation works closely with EU Institutions and brings together more than 450 urban, suburban, and regional public transport operators and authorities from all Member States.The Europe team monitors EU legislative developments impacting the public transport sector, supports and advises members as well as EU decision-makers, and communicates on these developments through various publications and activities.The selected candidate will provide organisational and administrative support to a team composed of employees and seconded experts with diverse backgrounds.RESPONSIBILITIESEnsure day-to-day agenda management and general office management, including light accounting, invoicing, and budget support for the departmentSupport internal communication within the department (consultants and staff), ensuring smooth coordination of all activities while considering cultural and contractual differencesAssist in the management of the EU Committee and the Europe Division (drafting agendas, preparing presentations, taking minutes, etc.)Support the planning and organisation of meetings and business tripsEnsure logistical organisation of conferences, seminars, and workshopsCoordinate publications when needed (reports, flash news, etc.)Provide assistance with contact management and database updatesDispatch external EU Affairs-related information (news, events, etc.) when relevantProvide minor administrative and coordination support for certain EU projectsHandle written correspondence, phone communication, minor translations, and minute-takingCarry out duties in line with the organisation's internal culture, values, code of conduct, and caring management principlesREQUIRED PROFILE / COMPETENCIESExcellent organisational and communication skillsExcellent writing skills in English (mandatory) and French; additional EU languages are an assetStrong proficiency in IT tools (Word, Excel, PowerPoint, Teams, SharePoint, etc.)Ability to prioritise and manage time effectivelyPrevious professional experience in a similar organisation/role is an assetAgile, flexible, and positive attitude