Office Coordinator & Executive Assistant

AK Public Affairs; Brussel; Sur place; EUR 32 000 - 52 000; Plein temps

Résumé du poste

AK Public Affairs is a Brussels-based strategic advisory firm supporting technology-enabled clients in shaping EU policy and making their voice heard in Brussels. We combine high-impact public affairs and communications strategies with deep technical,policyand politicalexpertise.

At AK Public Affairs, we are seeking anexperiencedOfficeCoordinator and Executive Assistantto furtherreinforceour team. This person will ensure office and supplier management,eventsorganisation andtravel

Qualifications

• Min. 3 years experience in office management, event management, or executive support.
• Strong organisational and multitasking skills.
• Ability to manage multiple priorities independently.
• High level of discretion and professionalism.
• Fluent in English and French (preferably) or English and Dutch.

Responsabilités

• Office management: Ensure day-to-day running of two offices, supplies, equipment, maintenance.
• Event management: Plan and deliver regular client and team events, liaising with consultants and ensuring high-quality client experience.
• General administrative support: Assist colleagues with logistics and admin tasks; support finance/admin tasks; manage travel bookings; improve admin processes.
• Executive support to leadership: Provide support to the two partners including calendar management, meeting coordination, correspondence, expense processing and follow-up on key actions.

Connaissances

Office management

Event management

Executive support

Multitasking

Discretion

Description du poste

AK Public Affairs is a Brussels-based strategic advisory firm supporting technology-enabled clients in shaping EU policy and making their voice heard in Brussels.We combine high-impact public affairs and communications strategies with deep technical,policyand politicalexpertise.

Behind the work is a close-knit, international team thattruly enjoysworking together. Our culture is open,collaborative and supportive, built ona strong senseof trust. We give people ownership over their work, the freedom to grow, and the opportunity to make their mark.

At AK Public Affairs, we are seeking anexperiencedOfficeCoordinator and Executive Assistantto furtherreinforceour team.This person will ensure office and supplier management,eventsorganisation andtravel arrangements,while providing executivesupport to theleadership.

Key responsibilities

1. Office management

• Ensure smooth day-to-day running of our two offices(different floors of the same building):
• supplies, equipment, maintenance
• Proactively maintain a professional, welcoming working environment (getting meetingroomsready before client meetings, etc.)

2. Event management

• Plan and deliverregular clientand teamevents,at our premises and externally, liaising with consultants on content and format and ensuringahigh-quality client experience.
• Coordinatelogistics:venue setup (for in-office events), managing guest lists, invitations and RSVPs, management of catering and other suppliers,budget management.

3. General administrative support

• Assistcolleagueswithlogisticsand admintasksaround client work
• Supportwithfinance/admin tasks if needed(expense management, reconciliation,etc.)
• Managetravelbookings for the team
• Help improve admin processes as the firm grows

4.Executive support to leadership

• Provide support to the twopartners including calendar management, meeting coordination, correspondence, expense processing and follow-up on key actions.

Profile

Required:

• Min.3years of relevant experience in officemanagement,event management,executive support, or similar
• Strongorganisationaland multitasking skills
• Ability to manage multiple priorities independently
• High levelof discretion and professionalism
• Fluent in Englishand French (preferably) orEnglish andDutch(witha good understanding of French)

Nice to have: