Assistant Manager EU Affairs

International Air Transport Association (IATA); Brussel Hoofdstad; Híbrido; EUR 42.000 - 56.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Remote/hybrid work options

Birthday/recognition time off

Time off for causes

Descripción de la vacante

IATA is seeking an Administrative professional to support the Brussels office, reporting to the Director EU Affairs. The role involves executive support, travel arrangements, and coordinating events to ensure smooth operations.

Candidates should have strong administrative skills, attention to detail, and fluency in English and French. Knowledge of SAP is a plus, with remote and hybrid work options available.

Formación

• 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.

Responsabilidades

• Executive Support: manage external meeting requests and coordinate travel for SVP and Director EU Affairs.
• Office Administration: manage daily office operations and supplies.
• Facilities Management: serve as primary contact for landlords and service providers.
• Financial & Procurement Support: process invoices and assist with budget tracking.
• Event & Meeting Coordination: plan internal meetings and external events; manage logistics.
• IATA Training Support: print and prepare material for trainings annually.

Conocimientos

Fluent English

Fluent French

SAP knowledge

Communication skills

Attention to detail

Problem solving

Herramientas

SAP

Descripción del empleo

Why you will love working here

At IATA, we represent over 350 airlines worldwide, striving to make aviation 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!

Employment Type: Permanent

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, ensuring the SVP and Director's time are allocated effectively in line with strategic priorities;
• Coordinate travel arrangements for the senior leadership (SVP and Director), accommodation, visas (where required), and detailed travel itineraries;
• Process expense claims and support budget tracking related to the SVP & Director's activities;
• Scheduling meetings and contact with EU stakeholders.

Office Administration

• Manage the daily operations of the office, ensuring smooth and efficient business functions;
• Manage office supplies, equipment, and inventory;
• Oversee incoming and outgoing correspondence, mail, and courier services;
• Support follow-up actions arising from meetings and ensure timely tracking of commitments and deadlines;
• Support onboarding and offboarding processes for employees.

Facilities Management

• Serve as the primary contact for landlords, building management, and service providers;
• Ensure the office environment is safe, organized, and compliant with applicable health and safety requirements;
• Coordinate office maintenance, repairs, cleaning services, and facility improvements;
• Manage office access, security procedures, and workspace allocation.

Financial & Procurement Support

• Process invoices and monitor office-related expenditures;
• Assist with budget tracking for administrative and operational expenses;
• Manage procurement processes and vendor contracts;
• Negotiate with suppliers to ensure cost-effective service delivery.

Event & Meeting Coordination

• Support the planning and execution of internal meetings, workshops, and external events;
• Coordinate logistics, catering, venue arrangements, and participant communications;
• Ensure meeting facilities and technology are fully operational.

IATA Training Support

• Print and prepare material for approximately 8 trainings 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