Executive Assistant (12 Months)

AFME; Brussel Hoofdstad; Sur place; EUR 40 000 - 44 000; Plein temps

Avantages offerts par ce poste

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%

Life Assurance of 4x base salary

Disability Protection

Worldwide Business and Leisure Travel

Meal and Eco Vouchers

4pm Friday Finish

Hybrid working 3x office days and flex

Résumé du poste

AFME in Brussels is seeking an Executive Assistant to support the Advocacy Team and manage the European Public Policy Committee operations. This 12-month fixed term contract demands fluency in English and one of French or Dutch, with strong MS Office and CRM skills.

You will coordinate diaries, meetings, travel arrangements, and expenses, while ensuring back-office smoothness and contributing to office relocation efforts.

Qualifications

• Fluent English and French or Dutch, written and spoken.
• Experience supporting senior staff and coordinating meetings and travel.
• Strong organisational and communication skills; able to work with minimal supervision.

Responsabilités

• Diary management for executives and scheduling meetings.
• Arrange logistics for meetings and travel, including travel expenses via Concur.
• Maintain CRM contacts and distribution lists for advocacy and events.
• Format, finalise and distribute documents to members and stakeholders.
• Support AFME events and office relocation activities.
• Ad hoc projects as required.

Connaissances

Interpersonal skills

Organisation

Problem solving

Attention to detail

Calm under pressure

Fluent English

French or Dutch

Self-sufficiency

Outils

SharePoint

MS Office

CRM

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