Administration Assistant

Application deadline: Friday, 21 March 2025 - 23:45

Location: Brussels (office-based)

Contract: 1 year fixed-term

Full-time: 37.5 hours per week

Salary: EUR 3,600 gross/month

Benefits: Lunch vouchers, Reimbursement of up to 50% of the transport expenses, 13th Month Salary

BirdLife Europe & Central Asia works to conserve birds and biodiversity by focusing on species, sites and habitats, ecological sustainability and engagement of people. Based in Brussels, we are supported by 46 Partners from 44 countries, including in all EU Member states.

We are now looking for a Administration Assistant to join our team. Reporting to the Senior Finance and Administration Manager, you will contribute to BirdLife’s work by ensuring the smooth running of our Brussels office.

How you will do this:

• Welcoming visitors professionally, maintaining a friendly and inviting office atmosphere.
• Serving as the main liaison with the building office manager, ensuring smooth coordination of daily office operations.
• Efficiently overseeing incoming correspondence, while keeping accurate records of all communications.
• Managing and maintaining adequate stocks of office supplies and overseeing the upkeep of office equipment.
• Planning and delivering internal and external events, including logistics, venues, catering and communication.
• Managing the office calendar and meeting rooms, including scheduling and supporting managers with meeting preparations.
• Organising team meetings, distributing supporting documents in advance, taking accurate minutes and tracking action points.
• Supporting project managers with administrative tasks, including document preparation (such as invoices) and efficient management of project paperwork.
• Working with the communications team to oversee internal communications, ensuring clarity, consistency, and alignment with organisational objectives.
• Assisting the Leadership Team with administrative and operational tasks.
• Handling tasks essential to the organisation's smooth operation, including follow-ups, research, and addressing key priorities as delegated by the Leadership Team.

Ideally you will have:

Education: Bachelor’s degree in Business Administration, Management, or a related field, or equivalent experience.

Experience: Previous experience in office administration or a similar role is highly valued.

Languages: Fluency in English and French and/or Dutch is essential.

Skills & Competencies:

• Excellent oral and written communication skills.
• High proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Strong organisational, time management, and multitasking abilities.
• Adaptability and problem-solving skills in a dynamic environment.
• Ability to communicate effectively across different levels, cultures, and media.

Please see the full job description here.

Some of our benefits:

• Full-time working hours
• Lunch vouchers
• Reimbursement of 50% of the transport expenses
• 13th Month salary
• 4% Group insurance

BirdLife values a diverse workforce and welcomes applications from all sections of the community. Find out more about our Diversity statement.

We are committed to building and maintaining an inclusive and supportive culture, a place where we can all be ourselves and succeed on merit. We aim to promote a more inclusive environment, which attracts all candidates and signals our commitment to celebrate and promote diversity.

We will consider putting into place appropriate reasonable adjustments for candidates who may have a disability.

Interviews: Interviews will be held on 28 & 31 March. There will be a second stage interview for shortlisted candidates to be held in early April.