International Management Office Coordinator

European Association of Institutes for Vocational Training (EVBB); Brussel Hoofdstad; Hybride; EUR 42 000 - 52 000; Plein temps

Avantages offerts par ce poste

Hybrid working

International team

Résumé du poste

EVBB – European Association of Institutes for Vocational Training is seeking an organised International Affairs Management Coordinator to support day-to-day management activities, with a strong focus on travel, meetings, events and documentation.

The role reports to the Secretary General and the Director, and requires at least 2 years of relevant experience, fluency in English and German, meticulous attention to detail, and proficiency with Microsoft 365 and AI tools.

Qualifications

• At least 2 years of relevant professional experience.
• Excellent organisational and time-management skills.
• Very good written and spoken English and German strongly desired.
• Strong attention to detail and discretion.
• Experience with travel arrangements, meetings or event coordination.
• Proficiency with Microsoft 365 and digital collaboration tools.
• Experience in an international organisation would be an advantage.

Responsabilités

• Coordinate travel arrangements for EVBB management, including flights, hotels, transfers and registrations.
• Prepare and maintain travel itineraries and related documentation.
• Support calendar management and scheduling of internal and external meetings.
• Coordinate meetings with members, partners, institutions and other stakeholders.
• Support the organisation of Board, management and team meetings.
• Prepare agendas and collect relevant meeting documents.
• Keep track of agreed actions, deadlines and follow-up items.
• Coordinate conference registrations, speaking engagements and event logistics.
• Support the preparation of presentations and event materials.
• Assist with routine follow-up and travel expense documentation.
• Maintain well-organised management files and records.

Connaissances

Organisational skills

Time management

English (writing and speaking)

German (writing and speaking)

Microsoft 365

AI tools

Travel coordination

Event coordination

Independent working

Outils

CRM

Project management tools

Description du poste

Jop position : International Management Office Coordinator

Organisation: EVBB – European Association of Institutes for Vocational Training

Location: Brussels, Belgium or Athens, Greece / Hybrid

Reporting to:Secretary General of EVBB

About the role:

EVBB is looking for an organised, reliable and internationally minded International Affairs Management Coordinator to support the day-to-day coordination of its management activities.

The role will work closely with the Secretary General and the Director of EVBB, with a strong focus on travel, meetings, events,correspondence, documentation, and management follow-up.

This is a coordination and management-support position.

Main responsibilities :

• Coordinate travel arrangements for EVBB management, including flights, hotels, transfers and registrations.
• Prepare and maintain travel itineraries and related documentation.
• Support calendar management and scheduling of internal and external meetings.
• Coordinate meetings with members, partners, institutions and other stakeholders.
• Support the organisation of Board, management and team meetings.
• Prepare agendas and collect relevant meeting documents.
• Keep track of agreed actions, deadlines and follow-up items.
• Coordinate conference registrations, speaking engagements and event logistics.
• Support the preparation and collection of presentations, biographies and other event materials.
• Assist with selected management correspondence and routine follow-up.
• Coordinate documents requiring review, approval or signature.
• Support travel expenses, invoices and reimbursement documentation.
• Maintain well-organised management files and records.
• Provide general administrative and organisational support to EVBB management.

What are we looking for?

• At least 2 years of relevant professional experience.
• Excellent organisational and time-management skills.
• Very good written and spoken English and German strongly desired
• Strong attention to detail.
• Confidence using Microsoft 365 and digital collaboration tools.
• Strong knowledge of AI tools
• Experience with travel arrangements, meetings or event coordination.
• Ability to manage several priorities at the same time.
• Professional and discreet communication style.
• Ability to work independently and reliably.
• Experience in an international organisation, association, NGO, education organisation or European environment would be an advantage

The following would be considered an advantage:

• Knowledge of additional European languages.
• Experience with CRM or project-management tools.
• Experience coordinating international travel.
• Familiarity with European institutions, associations or EU-funded projects.

What do we offer:

• A smooth onboarding process
• A highly international working environment.
• Close collaboration with EVBB management and an international team.
• Exposure to European and international education and training networks.
• Flexible and hybrid working arrangements.
• Opportunities to develop within the organisation and gradually take on additional responsibilities.
• Competitive remuneration based on experience including salary and benefits