Office and Administrative Assistant

Office and Administrative Assistant, Brussels Office Full Time

Summary: Founded in ⚠, the Global Recruitment Office is a center for transatlantic debate and analysis and one of the United States' leading international policy institutions in Europe. The office communicates the U.S. perspective to European policy audiences and is the center for Global Recruitment outreach to EU institutions, NATO, as well as diplomacy, business, media and academia. With a multinational staff of around ⚠ and a network of resident and visiting scholars, Global Recruitment covers the full range of transatlantic topics and serves as the European hub for Global Recruitment activities. These include Alliance for Security and Democracy, Mediterranean, Turkey, Asia, Security and Defense and Digital Initiatives.

The Brussels office organizes more than ⚠ events annually, providing a platform for high-level meetings, research and analysis on transatlantic issues and strategies. The Global Recruitment's annual Brussels forum brings together around ⚠ leaders from government, the private sector and civil society for three days of debate among policymakers and opinion leaders, a key date on the transatlantic calendar.

This position supports the daily operations of the Brussels office and provides support to the Office Manager. This position will ensure the smooth running of the Brussels office and serve as the point of contact for recruitment and onboarding of new employees and interns. This position will also assist with facilities management, general administration, event logistics and general information flow within the office.

Office/Facility Management

• Greet visitors and manage office reception, including answering incoming phone calls.
• Maintain and update various office manuals i.e. H. Intern Handbook, Office Handbook, other required office SOPs.
• PoC for Résidence Palace and building security.
• Responsible for the training of staff and interns, and supporting the supervision and development of the intern team.
• Responsible for all intern recruitment (recruitment advertisements, search for Erasmus+ and university loan programs, maintenance of candidate lists, organization of interviews, training in Brussels), working closely with staff and scholarship holders.
• Facilitate employee onboarding (workstations, office/building access, IT facilities, etc.)
• Assist HR with personnel recruitment, including posting job openings, drafting contracts, scheduling interviews, providing documentation, leadership records.
• Ensure communication and coordination, particularly with the Brussels Office Manager, HR and Finance functions, vendor relationships; monitor inventory and purchase office supplies and materials; anticipate care needs; prepare vendor payment requests and maintain related records.
• Maintain office equipment.
• Office point of contact for trainees and other Global Recruitment offices.
• Regularly inform Global Recruitment BXLS international staff on Belgian issues (strike, government proposals, etc.).
• Responsible for coordinating weekly staff meetings in the Brussels office.
• Organize team building, office retreats, staff lunches and training sessions.
• Address specific follow-up actions or action items from meetings and emergency requests.
• Organization and maintenance of office common areas. events and conferences.
• Room setup and event cleanup.
• Manage catering, hotel bookings, coordinate support staff
• Inform Residence Palace of all Global Recruitment activities in Brussels.
• Handle dynamic database updates.
• Excellent English (spoken and written). Fluency in French is required, Dutch is a strength.
• Attention to detail, excellent organizational skills, good time management and the ability to work independently.
• Proactive attitude and ability to multi-task.
• Strong IT skills (MS Word, Outlook, Google Docs, Excel), proven interpersonal skills and the ability to communicate effectively with a wide range of people.
• ⚠-⚠ years of relevant management professional experience.

Education: Diploma in Office/Administrative Assistant or equivalent

Salary: €⚠,⚠ – €⚠,⚠