Assistant Manager EU Affairs

IATA Consulting; Brussel Hoofdstad; Hybrid; EUR 26,000 - 38,000; Full time

Job summary

IATA Consulting in Brussels seeks an experienced Administrative Support professional to empower the Brussels office by managing executive calendars, coordinating travel, and ensuring smooth daily operations. The role covers facilities, procurement, and event coordination with a focus on accuracy and efficiency.

The ideal candidate will have strong administrative experience, excellent communication skills in English and French, and familiarity with SAP.

Qualifications

• Experience in administrative support or related fields.
• Strong administrative skills and attention to detail.
• Excellent written and verbal communication.
• Fluent in English and French.
• Knowledge of SAP is preferred.

Responsibilities

• Provide executive support to senior leaders and manage calendars.
• Coordinate travel arrangements and itineraries.
• Process expenses and support budget tracking for executives.
• Oversee office operations and procurement activities.
• Manage facilities, security, and access to the office.
• Coordinate meetings, events, and internal communications.
• Print and prepare material for trainings and meetings.

Skills

SAP knowledge

English fluency

French fluency

Effective communication

Tools

SAP

Job description

Employment Type:Permanent
Contract Duration:

Why you will love working here

At IATA, we represent over 350 airlines worldwide, striving to makeaviation safer, smarter, more sustainable, and inclusive.

• Our Values are not just words on a page - they are the energy behind everything we do: ONE IATA - We collaborate across teams, TRUSTED - We do the right thing, INNOVATIVE - We make tomorrow better, INCLUSIVE - We embrace diverse perspectives.
• With over 30,000 courses available, we believe in continuous learning and support your growth in an ever-changing industry.
• Diversity, equity, and inclusion are our priorities. We are certified by the Equal Salary Foundation, offering equal pay and family-friendly policies.
• We encourage community involvement through volunteering and strive to make tomorrow better for aviation and our communities. We offer time off so you can support causes important to you.
• We promote work-life balance with flexible work options, including remote and hybrid work, a generous 'work from abroad' policy, and you get your birthday off!

About the team you are joining

Reporting to the Director EU Affairs, the incumbent will provide administrative support to the Brussels office and assist in the organization and development of various meetings and events.

What your day would be like

Executive Support (to Global SVP, Director EU Affairs)
Monitor and manage external meeting requests, ensuringthe SVP and Director's time are allocated effectively in line withstrategic priorities;

Coordinate travel arrangements for the seniorleadership (SVP and Director), accommodation, visas (where required), anddetailed travel itineraries;

Process expense claims and support budget trackingrelated to the SVP & Director's activities;

Scheduling meetings and contact with EU stakeholders.
Office Administration
Manage the daily operations of the office, ensuringsmooth and efficient business functions;

Manage office supplies, equipment, and inventory;

Oversee incoming and outgoing correspondence, mail, andcourier services;

Support follow-up actions arising from meetings andensure timely tracking of commitments and deadlines;

Support onboarding and offboarding processes foremployees.
Facilities Management
Serve as the primary contact for landlords, buildingmanagement, and service providers;

Ensure the office environment is safe, organized, andcompliant with applicable health and safety requirements;

Coordinate office maintenance, repairs, cleaningservices, and facility improvements;

Manage office access, security procedures, andworkspace allocation.
Financial & Procurement Support
Process invoices and monitor office-relatedexpenditures;

Assist with budget tracking for administrative andoperational expenses;

Manage procurement processes and vendor contracts;

Negotiate with suppliers to ensure cost-effectiveservice delivery.
Event & Meeting Coordination
Support the planning and execution of internalmeetings, workshops, and external events;

Coordinate logistics, catering, venue arrangements, andparticipant communications;

Ensure meeting facilities and technology are fullyoperational.
IATA Training Support
Print and prepare material for approximately 8trainings a year.

We would love to hear from you if you have

Experience in administrative support or related fields;

Good administrative skills and attention to detail;

Knowledge of SAP;

Ability to communicate effectively;

Fluency in English and in French;

Initiative and creativity in problem-solving;

Additionally, the following skills would be a bonus:
Knowledge of EU policymaking and of the structure of the European Institutions;

Experience in assisting public affairs activities;

Travel Required: N