Office manager

Unique Belgium; Belgique; Sur place; EUR 30 000 - 42 000; Temps partiel

Résumé du poste

Unique Belgium seeks an English-speaking Office Manager to join a small, international association in Brussels on a 4/5 basis. You will manage office operations, provide admin and HR support, and coordinate travel and events in a calm, professional environment.

You will work with a young team of around 5, in a setting where English is the main working language, ensuring timely deadlines and confidentiality.

Qualifications

• You have a Bachelor’s degree or equivalent experience.
• You have relevant professional experience in a similar role such as Office Manager or Administrative Coordinator.
• You are highly organised, structured and detail-oriented.
• You are able to manage several tasks simultaneously and meet deadlines.

Responsabilités

• Handle the smooth administrative and organisational management of the office.
• Provide versatile support to the AIJN team in administration & finance tasks.
• Prepare information for accounting reports and audits.
• Organise meetings, events and international travel.
• Support HR-related matters, including contracts and insurance.
• Coordinate with building management, service providers and IT.

Connaissances

MS Office

Autonomous

Proactive

Formation

Bachelor's degree or equivalent experience

Outils

Octopus accounting system

Description du poste

Office Manager - Brussels

About the company

For a small European international association, we are looking for an English-speaking Office Manager to join their team on a 4/5 basis.

You will join a young and professional team of around 5 people, working in a calm, pleasant and international environment, where English is the main working language.

Your responsibilities

As an Office Manager, you will be responsible for the smooth administrative and organisational management of the office while providing versatile support to the team.

Administration & Finance

• Handle and follow up on incoming and outgoing invoices;
• Upload financial documents into the Octopus accounting system;
• Verify the accuracy and completeness of invoices;
• Manage expense claims and related documentation;
• Liaise with the external accountant and banks;
• Prepare relevant information for accounting reports and audits.

Administrative & HR Support

• Provide day-to-day administrative support to the AIJN team;
• Assist with HR-related matters, including employment contracts and insurance;
• Liaise with building management, service providers and IT.

Organisation & Coordination

• Organise and coordinate meetings, events and related logistics;
• Manage agendas and follow up on deadlines;
• Organise international business travel;
• Coordinate the general administrative activities of the office.

Project & Communication Support

• Provide administrative support for various association platforms and projects;
• Assist with the administrative follow-up of different projects;
• Support the Communication Manager with website updates.

Your profile

• You have a Bachelor's degree or equivalent experience;
• You have relevant professional experience in a similar role, such as Office Manager, Executive Assistant or Administrative Coordinator;
• Previous experience in a European association or international environment
• You have experience in administrative, HR and financial support tasks;
• You are highly organised, structured and detail-oriented;
• You are able to manage several tasks simultaneously and meet deadlines;
• You are autonomous, proactive and able to take initiative;
• You have excellent knowledge of MS Office (Outlook, Word and Excel);
• Experience with accounting system
• You are comfortable working with Belgian administrative and legal frameworks.

Languages

• English: fluent / excellent level – main working language;

Your personality

We are looking for someone who is:

• Professionally mature and reliable;
• Discreet and diplomatic;
• Autonomous and proactive;
• Service-oriented and solution-focused;
• Well-organised and able to prioritise;
• Comfortable working in a calm and professional environment;
• Able to work independently while being a team player;
• Comfortable handling confidential information.

We offer

• A 4/5 position (80%);
• An international and multicultural working environment;
• A varied position offering a high level of autonomy;
• A small, professional and pleasant team;
• A workplace in Brussels.

Interested?

Are you looking for a versatile Office Manager position within a small, international organisation where your organisation, reliability and autonomy will make a real difference?