Administrative and Operations Assistant

Are you a highly organized, reliable, and service-minded professional looking to support a dynamic team in an international environment? We are seeking an Europe Department Assistant for a temporary full-time mission based in Brussels. In this key operational support role, you will report directly to the Deputy Director Europe and ensure the smooth day-to-day administrative, logistical, and organizational functioning of the department, its governance bodies, events, and member interactions.

Key Responsibilities

• Event & Meeting Logistics: Coordinate the administrative and logistical organization of major EU Committee meetings, annual institutional dinners, working groups, and departmental events (agendas, registrations, venues, catering, badges, travel, and participant lists).
• Administrative & Executive Support: Schedule internal and external meetings, draft and circulate documents, take clear minutes, and follow up on agreed action points.
• Database & CRM Management: Maintain accurate and up-to-date contact lists, calendars, distribution lists, and records using CRM tools (Salesforce) and the intranet.
• Financial & Governance Support: Assist with invoice processing, purchase orders, expense reports, national delegation contacts, and annual invoicing processes.
• General Coordination: Liaise with internal services and external suppliers, manage practical office requirements, and proactively contribute to improving existing administrative workflows.

• Skills & Experience: Proven experience in administrative coordination, meeting organization, and workflow tracking. A first professional experience within a sectoral association or similar environment is a strong asset.
• Languages: Excellent written and spoken command of English and French. Knowledge of other EU languages is an asset.
• IT Tools: Strong digital proficiency in Microsoft 365 tools, CRM systems (Salesforce), AI tools, and collaboration platforms.
• Soft Skills: Outstanding organizational and time-management skills with a solution-focused approach. High attention to detail, discretion, flexibility under pressure, and strong teamwork abilities.