Office and personal assistant

Job Category Administration Job Experience Not mentioned Job Location Brussels Expiration Date 29 Apr 2024

About Euroheat & Power:

Euroheat & Power (EHP) is the international network for district energy, promoting sustainable heating and cooling in Europe and beyond. We are a non-for-profit association headquartered in Brussels, Belgium, which unites the district energy sector. Our members come from over thirty countries around the globe and include national district heating and cooling associations, utilities operating district energy systems, industrial associations and companies, manufacturers, universities, research institutes and consultancies active in the sector.

Job Overview: We are seeking a proactive and highly organized Office and Personal Assistant to provide comprehensive administrative support to our team and assist in managing personal tasks for company executives. The ideal candidate will be detail-oriented, possess excellent communication skills, and thrive in a fast-paced environment.

Responsibilities:

• Administrative Support:

• Manage and maintain executives schedules, appointments, and travel arrangements.;
• Coordinate meetings, preparing agendas, presentations, and meeting materials;
• Office Management and logistical support for meetings/events;
• Assist with the preparation and editing of documents, reports, and presentations;
• Perform general clerical duties, such as photocopying, scanning, and filing;
• Support/handle the relationship with suppliers;
• Maintain up-to-date assets’ lists and inventories;
• Help prepare Word, PowerPoint, and Excel documents;
• Preparation of Board meetings and General Assembly;
• Taking minutes of meetings;
• May perform additional missions upon request.

• Personal Assistance:

• Provide personal assistance to company executives, including managing personal calendars, appointments, and errands;
• Arrange personal travel, accommodations, and reservations as needed;
• Assist with personal tasks and projects as assigned.

• Office Management:

• Ensure the smooth operation of the office by organizing and maintaining office supplies, equipment and facilities;
• Liaise with vendors, suppliers, and service providers as necessary;
• Assist in the onboarding of new employees by preparing workspaces;

Qualifications:

• Previous experience in a similar role providing both office and personal assistance;
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines;
• Strong attention to detail and accuracy in all aspects of work;
• Proficient computer skills, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment;
• Exceptional communication skills, both written and verbal;
• Discretion and confidentiality in handling sensitive information;
• Flexibility and adaptability to changing priorities and requirements;

What we offer:

• The position is based at our premises in Brussels;
• The position entails a permanent contract (full-time or part-time), remuneration based on level of experience;
• Extra benefits: meal vouchers, GSM and Data, transport allowance;

How to apply:

Please submit your resume and cover letter detailing your qualifications and why you are interested in this position to ab@euroheat.org.

Do not forget to mention that you found this job ad on the Euractiv Jobsite!