Office Manager (m/f)

In order to assist the smooth running of the office’s operations in Brussels, our client is looking for an Office Manager to join their team!

Job description

Office Management

  • Ensure smooth running of the office;
  • Manage office services and contracts, including ordering of office supplies, cleaning services, insurance providers, IT, maintenance of office equipment and managing subscriptions;
  • Responsible for filling and archive management;
  • Responsible for updating databases and mailing lists;


  • Handle general accounting and bookkeeping for the office, including invoicing membership fees, payment of invoices and salaries, payment of refunds on the basis of expense reports, VAT declarations;
  • Liaise with external accounting firm and external auditors;

Human Resources

  • Handles practical aspects of Human Resources: ensure payment of salaries for office staff, sick leave, holidays (in cooperation with Securex);

Member services and events

  • Handle general requests, correspondence, phone calls and emails;
  • Welcome and provide general support to visitors and prepare the meeting room;

Digital and written communication

  • Assist with preparation of documents (formatting and occasionally translation);
  • Assist with uploading of documents and updating the association’s website.

Your profile

  • Ideally 2-3 years of relevant professional experience and a Bachelor degree in Office Management, Secretariat, or equivalent qualifications;
  • Proficiency in spoken and written English and French, other European languages are an asset, German would be a plus;
  • Proficiency in Microsoft Office Suite;
  • Excellent organisational and time management skills;
  • Attention to detail, common sense, and problem solving skills;
  • Excellent interpersonal skills and steadfast composure;
  • Outstanding diplomatic and communication skills, being able to converse at all levels of communication;
  • Willing to be part of a small, dynamic, and international team; you are a real team-player, and are willing to assist others when needed
  • Experience with a not-for-profit, European association would be an asset;
  • You are motivated, adapt easily to new environments, have a flexible personality, and learn fast;
  • You are very occasionally available to travel within the EU and work on weekends (1-2/year).

What we offer

  • A full-time permanent contract from mid-January 2019 (please note: possibility of part-time employment from early December 2018);
  • 38 hours/week with normal office hours (with some scope for flexibility, for instance starting early or late);
  • Remuneration in line with the responsibilities of the position and the candidate’s background and experiences, plus fringe benefits.



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