Office and Administrative Assistant

Office and Administrative Assistant

Full-time

GMF – German Marshall Fund of the United States

Brussels, Belgium

Work Stream Summary:

Established in 2001, GMF’s Brussels office is a center for transatlantic debate and analysis and one of the leading U.S. international policy institutions in Europe. The office brings U.S. perspectives to European policy audiences and is a center for GMF outreach to EU institutions, NATO, and the diplomatic, business, media, and academic communities. With a multinational staff of around 30 and a network of resident and visiting fellows, GMF Brussels covers the full range of transatlantic issues and serves as the European hub for activities across GMF. These include the Alliance for Securing Democracy, Mediterranean, Turkey, Asia, security and defense, and digital programs. Hosting over 60 events each year, the Brussels office provides a platform for high-level convening, research, and analysis on transatlantic themes and strategies. GMF’s annual Brussels Forum brings together some 500 leaders from government, the private sector, and civil society for three days of debate among policymakers and opinion-shapers and is a key fixture on the transatlantic calendar.

Job Summary:

This position will support the daily operations of the Brussels office and provide assistance to the office manager. This position will ensure smooth operations of the Brussels office and be the PoC for the recruitment and onboarding of new staff and trainees. This position will also assist with facilities management, general administration, event logistics and general office information flow.

Office/Facility Administration:

• Welcoming visitors and managing the office reception, including taking incoming calls;
• Keeping & updating the various office manuals i.e. trainee manual, office manual, other office SOPs as needed;
• PoC for the Résidence Palace and building security;
• Responsible for onboarding of staff and trainees, general supervision assistance and trainee team building;
• Responsible for all trainee recruitment (position postings, scouting for Erasmus+ and for credit schemes with universities, keeping tables on candidates, setting up; interviews, Bruxelles Formation), in close collaboration with staff and fellows;
• Facilitating onboarding of employees (workstation, access to office/building, IT set-up, etc.);
• Assisting HR with staff recruitment including advertising open positions, drafting contracts, scheduling interviews, providing documentation, record keeping;
• Ensuring communication and coordination with the Brussels office manager particularly on HR and Finance functions;
• Vendor relations; monitoring inventory and purchasing office supplies and materials; anticipating supply needs; preparing vendor payment requests and maintaining related recordkeeping;
• Maintaining office equipment;
• Office contact point for trainees and other GMF offices;
• Providing regular updates to GMF BXLS based international staff on Belgian matters (strikes, government advice etc.);
• Responsible for coordinating the weekly Brussels office staff meeting;
• Organizing team building, office retreats, staff lunches, and trainings;
• Handling specific follow-up or action points from meetings and urgent requests;
• Organizing and maintaining office common areas.

Events & Meetings:

• Room set-up and clearing for events;
• Managing catering, hotel reservations, support staff coordination;
• Informing Residence Palace about all GMF Brussels events;
• Handling Dynamics database updates.

Knowledge and Skills Needed:

• Excellent English (spoken and written);
• Fluency in French required and Dutch is a strong plus;
• An eye for detail, excellent organizational skills, good time-management, and ability to work independently;
• Proactive attitude with ability to multi-task;
• Strong IT skills (MS word, Outlook, Google docs, Excel);
• Demonstrable interpersonal skills and ability to communicate effectively with a broad range of people;
• 3-5 years’ relevant administrative work experience.

Education: Diploma in office/management assistant or equivalent

Salary: 34,329 – 42,911 Euros

We highly encourage individuals from underrepresented backgrounds to apply. Historically, underrepresented groups include (but are not limited to) Black, Latinx/o/a/e, Indigenous, Asian, Arab, Middle Eastern, Pacific Islander, biracial, multiracial, female-identifying, the disability community, LGBTQIA+, and other marginalized identities.

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At GMF we are dedicated to building a diverse and authentic workplace, so if you are excited about this role, but your experience does not align perfectly, we encourage you to apply. You may just be the right candidate for this or other roles at GMF.

GMF is an Equal Opportunity Employer.

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