Junior Administration Assistant

IOGP Europe; Brussel Hoofdstad; Sur place; EUR 28 000 - 34 000; Plein temps

Résumé du poste

IOGP Europe is seeking a motivated, organized junior Administration Assistant to join our Admin team in Brussels. You will provide comprehensive support across administration, office operations and light accounting, reporting to the Head of Finance and collaborating with the Managing Director Executive Assistant and the Administration Manager.

You will handle reception, event setup, supplier coordination and daily clerical tasks, with a focus on accuracy and responsiveness in a close-knit team

Qualifications

• Experience assisting with general administrative tasks and office support.
• Strong organizational skills and attention to detail required.
• Ability to handle basic bookkeeping tasks and invoicing processes.

Responsabilités

• Administration and office support (60%): reception, visitors, suppliers, event coordination, housekeeping of meeting rooms and fleets.
• On/off-boarding tasks, document handling, stock management for office supplies.
• ITC liaison with external support and basic local IT support for Brussels team.
• Assist with internal communications, databases, and event logistics.
• Basic bookkeeping tasks (40%): process expense reports, collect invoices, assist in daily accounting mailbox.

Connaissances

Administration

Office coordination

Attention to detail

Outils

SRXP software

Microsoft Teams

Description du poste

We are recruiting a motivated, organized and meticulous full‑time junior Administration Assistant to join our Admin team and provide comprehensive support in a variety of tasks related to our life together in the office: administration, office support and accounting.

The Administration Assistant joins a close-knit team of 3 people; she/he reports to the Head of Finance and works on a daily basis for the Managing Director Executive Assistant and the Administration Manager.

Key responsibilities :

Administration and office support (60%)

• Reception/Welcome, contacts with visitors, suppliers, concierge, and help with registrations at internal events
• Set-up/clean‑up meeting rooms & cafeteria for internal events and support in organising lunches
• Administrative assistance with punctual enquiries, documentation, maintain stock levels of office stationery and kitchen supplies, brochures; publications subscriptions, suppliers database, …
• Assist the office with on/off‑boarding management (laptops, badges, email, various databases registration, subscriptions updates ...), ad‑hoc administrative tasks, planning and unforeseen tasks
• ITC Support in liaison with the external support teams
• Check and test pre‑installed equipment before weekly management meetings, hybrid meetings and/or events via Microsoft Teams software
• Provide local light ITC support to the Brussels Team as needs arise

Assist with basic bookkeeping tasks (40%) including:

• Processing staff expense reports and check match with bank statements (SRXP software)
• collecting missing invoices and receipts
• Assist in processing daily the accounting email account and potentially prepare payments envelopes