Executive Assistant (12 Months)

AFME; Brussel; Hybride; EUR 40 000 - 44 000; Plein temps

Avantages offerts par ce poste

27 days Annual Holiday Allowance

Birthday Holiday

3 days Christmas Holiday

Hospitalization Insurance

Pension Scheme – AFME contributes 10%

Life Assurance of 4x base salary

Disability Protection

Worldwide Travel Insurance

Meal and Eco Vouchers

4pm Friday Finish

Hybrid work 3x office days

Résumé du poste

AFME is seeking an Executive Assistant (12 months) in Brussels to provide high-level support to the Advocacy Team and to manage the European Public Policy Committee’s back-office functions. The role involves diary management, travel arrangements, and coordinating with AFME HQ in London.

Fluency in English and French or Dutch is required, with additional languages a plus. The post holder will assist with committee logistics, document preparation, and event support, as well as assisting with the

Qualifications

• Excellent interpersonal and communication skills.
• Proactive, highly organised, and can-do attitude.
• Fluency in English with French or Dutch.
• Strong MS Office and SharePoint skills.
• Ability to work under pressure and meet deadlines.

Responsabilités

• Diary management for executives.
• Organise logistics for meetings and calls.
• Arrange travel and submit expenses via Concur.
• Manage CRM contacts and distribution lists.
• Format, finalize and distribute documents to members.
• Assist with AFME events and functions.
• Support office relocation and back-office tasks.

Connaissances

Interpersonal skills

Communication

Organised

MS Office/SharePoint

Fluent English + French or Dutch

Problem solving

Calm under pressure

Outils

MS Office

SharePoint

Description du poste

Executive Assistant (12 Months)

Department: Advocacy

Employment Type: Fixed Term Contract

Location: Brussels

Compensation: €3,592 - €3,951 / month

Description

The post holder will provide executive assistance to AFME’s Advocacy Team and will be responsible for supporting the running of one of AFME’s key Member Committees, the European Public Policy Committee.

The successful candidate will support the Advocacy Team in the execution of their advocacy responsibilities including assistance when travelling. The post holder will also support the Executive Assistant of the Head of Advocacy in ensuring that all the back-office functions of the office run smoothly, including during an office relocation.

The post holder should be able to communicate fluently in English and French or Dutch, whether as a first or second language (additional European languages would be important assets), as they will be working closely with a diverse European membership and with their colleagues in the AFME headquarters in London. This role is a 12-month fixed term contract to cover maternity leave.

Key Responsibilities

Executive assistance to professional staff:

• Diary management
• Assisting in organizing logistics for meetings and calls
• Making travel arrangements and submitting expenses claims using online platform Concur
• Working with a bespoke database (CRM); contact and official sector distribution list management for advocacy and event purposes
• Active assistance in formatting, finalizing and distributing of documents to members and stakeholders
• Assisting with the preparation for AFME events and functions
• Ad hoc projects as requested

Administrative support to the European Public Policy Committee:

• Managing the logistical arrangements for meetings of the Committees
• Contributing to the timely preparation and distribution of documents for meetings
• Communicating with AFME Members on logistical arrangements
• Ongoing management of committee membership and distribution lists
• Maintaining related policies and procedures related to the Committee

Office relocation & back-office services in liaison with another EA:

• Support the Executive Assistant to the Head of Advocacy with the AFME Brussels office move
• Ensure compliance with overarching AFME policies and procedures
• Provide office support services and maintain an orderly work environment, as required
• Assist with the management of vendors and service contracts, including invoice processing

Skills, Knowledge and Expertise

Essential:

• Good interpersonal and communication skills
• Proactive, extremely well-organised, and can-do attitude
• Problem solving skills
• Very good attention to detail
• Calm demeanour and capable of working well under pressure
• Self-sufficient and able to work unsupervised and to meet deadlines
• Fluency in written and spoken English and French or Dutch
• Strong skills in MS Office including SharePoint

Desirable:

• Experience working for a European trade association or an international financial, professional services or law firm, ideally in a client or member facing role
• CRM and/or Copilot (or other) experience
• Experience supporting multiple team members simultaneously
• Additional European languages

Benefits

• 27 days Annual Holiday Allowance
• Additional 1 day Birthday Holiday
• Additional 3 days Christmas Holiday
• Hospitalization Insurance
• Dental and Private Medical Insurance
• Pension Scheme – AFME contributes 10% of an employee’s basic salary
• Life Assurance of 4x base salary
• Disability Protection
• Worldwide Business and Leisure Travel Insurance
• Meal and Eco Vouchers
• 4pm Friday Finish
• Hybrid working 3x office days and flexi-start/finish times