Project and Service Management Assistant

McBride International; Brussel Hoofdstad; Hybrid; EUR 36,000 - 60,000; Full time

Job summary

McBride International is seeking a Project and Service Management Assistant in Brussels to help project managers and service teams deliver on time and within scope. The role involves coordinating meetings, maintaining records, and supporting purchasing and reporting activities.

The ideal candidate has at least 3 years in project administration, strong organizational and communication skills, and experience with Excel, SharePoint, and ERP/BI tools.

Qualifications

• At least 3 years' experience in a progressively responsible project administrative support role.
• Experience organizing and maintaining project documentation with version control.
• Experience with documentation management systems and data analysis tools (e.g., Excel, SharePoint).
• Experience with project management and/or ERP tools and reporting.

Responsibilities

• Assist project managers and service teams with day-to-day operations.
• Coordinate schedules, organize meetings, and prepare documentation.
• Track project progress and maintain accurate records.
• Support issuance of Purchase Requests, Purchase Orders and related documentation.
• Produce meeting minutes and notes for project meetings and boards.
• Maintain data quality in Business Management Tools and report on milestones.

Skills

Strong organizational skills

Excellent interpersonal skills

Strong listening

Clear written and verbal communication

Tools

Excel

SharePoint

Project management tools

ERP tools

BI tools

Job description

Project and Service Management Assistant

Brussels, Belgium

Job Description

A Project and Service Assistant is responsible for assisting project managers and service teams with day-to-day operations, ensuring tasks are completed on time and within scope. They coordinate schedules, organize meetings, prepare documentation, track project progress, and maintain accurate records. The role may also handle service requests, monitor deadlines, manage invoices or purchase orders, and support reporting activities. Maintaining quality standards, resolving minor issues, and escalating more complex matters to senior staff are also key responsibilities.

Overall, the position ensures efficient project execution and highquality service support while keeping communication clear and processes organized.

The contractor will provide support services and deliverables as follows:

• Support project-related presentations and documentation
• Oversee and maintain data quality in Business Management Tools
• Support issuance of Purchase Requests, Purchase Orders and Operational Level Agreement
• Produce Meeting minutes and note taking for project meetings and Project/Programme board
• Manage and coordinate project-related meetings
• Stakeholder support

Requirements

At least 3 years' experience in a progressively responsible project administrative support role involving;

• Experience in organizing and maintaining project documentation, ensuring version control, and archiving;
• Experience of documentation management systems and data analysis tools (e.g., Excel, SharePoint);
• Experience with Project management and/or Enterprise Resource Planning tools;
• Experience in the use of Business Information (BI) Tools to generate accounting and finance reports (including time accounting);
• Proven experience in preparing status reports, and providing risk assessments;
• Proficiency in tracking project milestones, timelines, budgets, and progress reporting;
• Experience serving as a liaison between stakeholders, responding to queries, and distributing updates;

Skill, Knowledge & Experience:

• Knowledge of project budgeting and experience in tracking and reporting on financial performance;
• Strong organizational and multitasking abilities;
• High attention to detail and accuracy;
• Strong organizational skills with the ability to prioritize tasks effectively;
• Excellent interpersonal skills, enabling effective communication with stakeholders at all levels;
• Ability to train and support team members on management tools;
• Knowledge of NATO responsibilities and organization.
• Valid security clearance at minimum NATO SECRET level;
• Highly motivated, team player, able to work collaboratively within cross-functional teams;
• Strong listening, writing and communication skills in English (additional languages is considered a plus);
• Advanced analytical skills;
• Experience in organizing meetings, conferences and events, coordinating with various stakeholders