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administrative/facilities assistant en-fr in Ixelles

Ixelles, Brussels Hoofdstedelijk Gewest
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job description

The Administrative Assistant is the first point of contact for visitors and callers and provides general and logistical support for the smooth day-to-day running of the office. The Administrative Assistant reports to the Administration and Finance Manager. The Administrative Assistant role includes the following responsibilities: General support - Handle incoming calls, coordinate messages and welcome visitors as needed - Provide logistical support to include preparation/set up of meeting rooms and ensuring that the office is clean, chairs, desks and meeting rooms are tidy and usable at all times - Assist in arrangements for catering - Verifying orders and deliveries - Assist with photocopying and distribution of information, as required Office management support Handle the day-to-day office operations and administration to ensure the smooth running of the office including: - ongoing maintenance of office equipment and office space to include liaising with suppliers and building manager to arrange necessary repairs - organise incoming mail and postal services - maintain office/food supplies - operate a variety of office equipment including photocopy machine, laptop computers, video conferencing system etc - assist in updating the contacts database - additional ad-hoc responsibilities and projects may be proposed or called upon


- Minimum 3 years of experience working in a similar position - Fluent in English and French; other languages an asset - Administrative experience within an NGO or international environment preferred - Excellent computer skills and demonstrated proficiency with the office technology including Microsoft Office and equipment - Proven ability to work efficiently in a fast-paced environment; to troubleshoot and follow projects through to completion, consistently on schedule, without loss of attention to detail - Service-oriented experience - Excellent written and verbal communication, organizational, and interpersonal skills - Flexible and adaptable approach to work The ideal candidate has prior administrative experience and is efficient, an excellent multi-tasker, and a team player able to operate in a fast-paced environment. Attention to detail is a must. Working place: Brussels, 1050 Ixelles.
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