Office Coordinator

European Payments Council (EPC); Brussel; Sur place; EUR 36 000 - 47 000; Plein temps

Avantages offerts par ce poste

Meal vouchers (€8)

Eco-vouchers (€250)

Full health insurance

100% reimbursement of transportation成本

Résumé du poste

European Payments Council (EPC) invites applications for an Office Coordinator to manage the day-to-day operations of the Brussels office, support staff, and coordinate internal and external events.

You will handle office administration, calendar management, travel arrangements, and preparation of meeting materials, ensuring a professional and efficient workplace and high-quality event execution.

Qualifications

• Bachelor's degree.
• Fluency in English and French or Dutch (C1 or above) is required.
• Based on-site at the EPC office in Brussels (1040 Etterbeek).
• Proven experience in office management, executive support, and event coordination (min. 8 years).
• Strong event planning and logistics management skills.
• Office administration and operations management experience.
• Budget management and cost control experience.

Responsabilités

• Manage day-to-day office operations, including phone and email communications, mail handling, and office equipment maintenance.
• Organise and coordinate in-house and offsite meetings, workshops, and events, including logistics.
• Coordinate travel arrangements, including flights, accommodation, and itineraries.
• Serve as the first point of contact for staff and external partners, and ensure smooth information flow.

Connaissances

Office management

Executive support

Event coordination

Budget management

Time management

Formation

Bachelor's degree

Outils

Microsoft Office 365

Description du poste

The Office Coordinator oversees the smooth day-to-day operation of the EPC office and coordinates the planning and execution of internal and external events. The role combines office management, administrative support, and event coordination to ensure a well-organised workplace and successful meetings, workshops, and conferences. The Office Coordinator is a key point of contact for staff, visitors, and external partners, ensuring efficient workflows and a high-quality experience for everyone who interacts with the EPC.

Key Responsibilities

Office Management & Administration

• Manage day-to-day office operations, including phone and email communications, mail handling, and office equipment maintenance.
• Maintain and update filing systems, databases, membership lists, and internal directories.
• Order, distribute, and monitor office supplies and equipment.
• Keep EPC calendars up to date.
• Prepare and maintain internal documents, templates, and resources for staff.
• Quickly troubleshoot and resolve operational issues (IT, facilities, logistics, etc.) to ensure a smooth and efficient office environment.

Event Planning & Organisation

• Organise and coordinate in-house and offsite meetings, workshops, formal dinners, and other events (average of 8 meetings per month).
• Arrange venues, catering, logistics, and meeting setups, including badges, nameplates, and materials.
• Manage invitations, attendance tracking, and reminders for EPC working groups and General Assembly meetings, in liaison with the Communications Manager.
• Support registration and participation processes on platforms such as SPREDS.
• Maintain high-quality records of meeting minutes, agendas, and follow-ups.
• Collaborate with internal teams to ensure events align with EPC standards and objectives.

Executive Support

• Coordinate travel arrangements, including flights, accommodation, and itineraries.
• Prepare and submit expense reports, reimbursements, and related documentation.
• Manage the Director General's calendar, scheduling, and travel arrangements.
• Prioritise appointments, meetings, and commitments to maximise executive effectiveness.
• Prepare agendas, briefing materials, presentations, and meeting documentation.
• Screen and prioritise incoming communications and ensure timely follow-up.

Communication & stakeholders Interaction

• Serve as the first point of contact for visitors, members, and external partners.
• Coordinate with internal teams to ensure alignment and smooth information flow.
• Respond efficiently to requests, inquiries, or issues from staff and external stakeholders.

Why Join Us

• A role with real variety: from organising high-level events and meetings to solving day-to-day challenges, you’ll be at the centre of what makes the EPC office work.
• Work with people who matter: interact with colleagues, members, partners, and senior stakeholders while building a strong professional network across Europe.
• Grow your skills and influence: take ownership of important operational and organisational tasks and develop your expertise in a n international environment.

Position Requirements

• Bachelor's degree.
• Fluency in English and French or Dutch (C1 or above) is required.
• Based on-site at the EPC office in Brussels (1040 Etterbeek)
• Proven experience in office management, executive support, and event coordination (min. 8 years).
• Strong event planning and logistics management skills.
• Office administration and operations management experience.
• Budget management and cost control experience.

General Requirements

• Proficiency in Microsoft Office 365
• Fluency in English and French or Dutch (C1 or above) is required
• Ability to manage multiple tasks and meet deadlines
• Excellent attention to detail and organisational skills
• Ability to work independently and in a multicultural team environment
• Excellent communication and interpersonal abilities
• High level of professionalism, discretion, and confidentiality
• Proactive and solution-oriented
• Ability to work legally in Belgium and to work on-site at EPC Brussels’ office

What We Offer

• A 10-month fixed-term contract or Freelance mission (September 2026 – June 2027).
• A dynamic, international working environment in the heart of Brussels.
• A comprehensive compensation and benefits package, including:
• Meal vouchers (€8)
• Eco-vouchers (€250)
• Full health insurance
• 100% reimbursement of transportation costs

Recruitment Process

Our recruitment process is designed to be transparent and efficient:

• 30-minute introductory call with the HR Manager - A short conversation to get discuss your background and align on expectations.
• 60-minute interview with the Operations & Compliance Team - An in-depth discussion focused on your technical skills & Experience
• 60-minute meeting with the Director General - A final conversation to assess cultural fit & business alignment.

We accept applications until September 15th, 2026