Our client is an international federation representing the interests of its members towards the EU institutions. Their human-sized and multinational office (+/- 10 people) is located in the Arts-Loi area. They are currently experiencing a significant growth and are currently looking to recruit a diligent Office Manager on a permanent contract basis. This is a newly created position. 

Purpose of the role

Reporting to the Secretary General and his Deputy, you will be in charge of ensuring the smooth running of the office with a particular focus on budgeting & financial administration.

Job Description

Operations (80% of the time):

• Organising office operations and procedures
• Scheduling meetings and appointments
• Managing contract and price negotiations with office vendors, service providers and office lease and liaising with them thereafter
• Placing orders (catering, office supplies)
• Assisting in the onboarding process for new hires
• Addressing employees’ queries regarding office management issues (e.g., stationery and travel arrangements)
• Preparing meeting rooms
• Providing general support to visitors

Financial administration (20% of the time):

• Assisting in preparation and management of the association budget, ensuring accurate and timely reporting
• Ensuring coordination of outgoing invoices and timely payment of incoming invoices
• Liaising with accountant and auditor, preparing the necessary documents for the yearly audit
• Following up the cash flow and keeping an eye of the association finances

Profile:

• Bachelor’s Degree in Office Management, Accounting or equivalent in experience
• At least 5 years’ experience in a similar role and at a similar level
• Strong IT skills (Word, Excel, knowledge of a CRM is a plus)
• Knowledge of an accounting system is a plus (e.g., Winbooks)
• Fluency in English and French (C1+/C2 – written and spoken) is essential
• Very good team spirit (you will team up with the Office Assistant), leadership and communications skills
• Trustworthy, responsible and accountable
• Focussed, structured and composed
• Hands-on and flexible
• Ability to multitask and to prioritise (the position is multifaceted and will involve working with various team members)
• Presentable (the role will involve contact with senior industry representatives and EU officials)
• A commitment to the values and goals of the European Union

Offer:

• Starting date: ASAP!
• A permanent and full-time contract
• A competitive salary with a complete benefits package (luncheon vouchers, group insurance, DKV (including ambulatory and dental insurance), 24 holiday days
• The position is primarily based on site in Brussels, however occasional homeworking days can be granted (to be discussed)
• A motivating and challenging role within an influential international trade association
• Opportunities to work and develop in an international environment
• A human-sized, dynamic and closely-knit team.