Office Coordinator & Executive Assistant

AK Public Affairs; Brussel Hoofdstad; On-site; EUR 35,000 - 50,000; Full time

Job summary

AK Public Affairs, a Brussels-based advisory firm, is seeking an Office Coordinator and Executive Assistant to support two offices, manage supplies, events and travel, and provide executive support to the leadership. The role combines office management, event coordination, admin support and calendar management for two partners in a dynamic, international environment.

The ideal candidate has at least 3 years in office management or related roles, excellent organisational and communication skills,

Qualifications

• Min.3years of relevant experience in office management, event management, executive support, or similar.
• Strong organisational and multitasking skills.
• Excellent communication skills.
• High level of discretion and professionalism.
• Fluent in English and French (preferably) or English and Dutch (with a good understanding of French).

Responsibilities

• Office management: day-to-day running of two offices, supplies, maintenance and vendor coordination.
• Event management: plan and deliver client and team events, liaise with consultants, manage logistics and budget.
• General administrative support: assist colleagues with admin tasks and travel bookings; expenses and systems.
• Executive support to leadership: calendar management, meeting coordination, correspondence and follow-up.

Skills

Office management

Event management

Executive support

Travel coordination

Multitasking

Discretion

Communication

Job description

Office Coordinator & Executive Assistant

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 executive support 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
• Vendor coordination (cleaning company,landlord, etc.)
• 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
• Excellent communication skills
• High levelof discretion and professionalism
• Fluent in Englishand French (preferably) orEnglish andDutch(witha good understanding of French)

Nice to have:

• Experience intheEU affairs environment
• Experienceinprofessional servicescompanies(consulting, legal, etc.)