Ecorys Brussels is looking for a dynamic and motivated “Project Administrative Assistant” to support the Policy and Research Team with daily administrative, project management, coordination and secretariat activities.
Ecorys is a leading provider of research, consultancy, programme management and communications services to European institutions and agencies. We have passionate teams working on meaningful policies that have an impact on people’s lives across Europe and beyond. Ecorys has a long experience of delivering high quality and independent policy research & analysis for European Commission services across a range of policy fields.
The successful candidate will undertake specific tasks, including:
KEY RESPONSIBILITIES
- Supporting project managers and taking initiative of managing a portfolio of projects;
- Managing financial arrangements with the Contracting Authority (typically the European Commission) and helping to resolve any financial problems/issues that may arise;
- Budget checks;
- Updating track records and drafting supporting materials;
- Maintaining project systems, databases, trackers and filing; formatting key documents;
- Completing relevant project documentation;
- Supporting the organisation of travel and logistics for projects;
- Formulating and updating project schedules;
- Creating and updating Excel spreadsheets as requested;
- Logging and tracking all project plans and project documentation;
- Assisting in the preparation and distribution of materials.
GENERAL DUTIES
- Help prepare key documents for meetings;
- Assist with finances/invoicing and submission of reports;
- Assist with contracts (service agreements and sub-contracts);
- Respond to email enquiries and convey accurate information promptly and appropriately;
- Help improve internal administrative systems;
- Assist with communications activities occasionally required by projects;
- To undertake other duties as requested, appropriate to the grade of this post.
PROFILE
ESSENTIAL
- A bachelor’s degree;
- An excellent level of written and spoken English at a native English language level (an extended period of study or work experience in an English-speaking environment is an asset);
- Strong organisational skills proven by experience in organising meetings, drafting and sending the invitations, participants’ management, liaison with different stakeholders, and travel and accommodation arrangement;
- Good project management skills;
- Excellent attention to detail, time management and administrative skills;
- Proficiency in IT tools such as Microsoft office, Skype, Outlook, etc.;
- Advanced customer care skills, problem-solving and ‘can-do’ attitude, especially when managing competing priorities at short notice;
- Discretion and tact in dealing with sensitive information;
- Desire to be proactive and create a positive experience for others;
- A curious mind.
DESIRABLE
- Prior administrative experience;
- Knowledge and understanding of the functioning of EU institutions.
WHAT TO EXPECT
- An administrative job in a dynamic, international and diverse team, based in the heart of Brussels, at a leading European research and consultancy company;
- Work is almost entirely office based and the need to travel is uncommon, though may be required occasionally;
- A secretarial job which aims at supporting colleagues and projects.
WHAT WE OFFER:
- Room for professional and personal development in the area of administrative support;
- Start date: as soon as possible;
- Salary: attractive conditions dependent on experience and expertise;
- The post holder will be entitled to 27 days of paid annual leave in addition to 10 days of bank holiday;
- A Belgian permanent contract - full time based in our Brussels office.
APPLICATIONS
We encourage interested and qualified candidates to submit their CV and 1-page cover letter in English to workingBXL@ecorys.com by 11/11/2020. The subject of the email shall indicate: [last name] [first name initial] 2020/Project Administrative Assistant BRUSSELS. Shortlisted applicants will be invited for an interview and written test at the Ecorys Brussels office.
this job offer is not open for applications
