Office Administrative Assistant - Tenders Global

Office Administrative Assistant

CLIA in Europe

Job Summary

Your presence at the office is an essential part of the job. You will be working closely with the team and be the first point of contact for visitors in the office. As an essential part of the team, you will be responsible for the smooth operation of the CLIA office in Brussels, Belgium.

Essential Job Functions Include

  • Be the permanent presence at the office
  • Responsible for the processing of all mail (receiving, sending, scanning)
  • Maintain an updated list of office contracts
  • Manage of the general inbox; respond to email inquiries accordingly
  • Manage the office supplies ordering process (stationary, water and coffee etc.)
  • Manage the CRM database & maintain accurate up to date contact lists in Outlook
  • Meet and greet visitors
  • Plan and organize catering for occasional events in the office  
  • Assist the Director General in planning, scheduling meetings and coordinating business travel
  • Manage the Director General agenda
  • Support the CLIA team in organizing events and travel  
  • Assist with the preparation and formatting of meeting documents
  • Ad-hoc administrative tasks

Required Education and Experience

  • Bachelor’s degree in related field or equivalent experience in similar role
  • At least two years related work experience in an administrative support role

Required Knowledge, Skills, and Abilities

  • Excellent written and spoken English required, any other EU language is a plus
  • Proficient with MS Office
  • Professional telephone manner
  • Excellent organizational skills and attention to detail
  • Must have the ability to work independently, as well as part of a team
  • Be flexible and resilient to stress
  • Ability to prioritize and meet deadlines
  • Be communicative
  • Have initiative
  • Be open to learning new skills
  • Must be professional

Preferred Education and Experience

  • Having worked in an international environment
  • Having experience working with EU institutions

Work Environment

  • This position is based onsite 5 days a week in the Brussels office
  • Due to the ongoing pandemic, there is some flexibility to work from home with advance approval

Required Travel

  • This position does not require any travel

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change in relation to the needs of the office.


  • Full time employment (38hrs/wk)
  • Initial 1 year fixed term employment, with the option to transform into a contract with no end date if both parties agree
  • Competitive salary
  • Group insurance
  • Additional health insurance
  • 100% public transportation reimbursement
  • Mobile phone
  • Laptop


Please send your CV and a short cover letter to [email protected] by Sunday, 23OCT22, 18.00 CEST.

You can find a link to the posting on our website here:




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