Office Assistant (Education Department)

Our client, a European non-profit organization, is looking for an Office Assisant.


Under the supervision of the director of Education department, you will be responsible for the coordination of administrative and logistic tasks, including:
  • Ensure organisation and coordination of seminars, conferences, meetings and events (from A to Z)
  • Preparation and sending of invitation to participants as well as all documents necessary for the event
  • Organising and booking events (transport and accommodation for participants, venue, meals, interpretation etc.)
  • Negotiation with suppliers and preparation of contracts and tenders, taking into consideration the rules laid down by the European Commission and by the internal rules
  • Attending project meetings when appropriate etc.
  • Administrative support to the department
  • Undertaking general administration including word processing, dealing correspondence, photocopying, sending of letters, contracts, mailings, reports and documents
  • Maintaining up to date office filing system and archive in database
  • Providing a contribution to CRM database
  • Collecting and providing project information to staff team on a regular basis
  • Ensure financial follow-up of projects/ activities
  • Supporting project officer, including preparation of documents and follow-up on timelines and deliverables
  • Maintaining up to date projects information and projects follow-up (lists of participants, reimbursements forms, expenditure, contracts, invoices, purchase orders etc.)
  • Controlling project budget in terms of expenditures according to the work plan (receiving and checking invoices, claims of reimbursement etc.)
  • Performing other duties as the supervisor may request/deem necessary

Your profile

  • At least 3 years’ secretarial and administrative experience or related tasks, experience in a non-profit organization would be an asset.
  • Good knowledge of ITC tools (Excel, Outlook, SharePoint and Word).
  • Excellent knowledge of English and French (working languages)
  • Reliable, well-organised with a good team spirit and excellent planning and coordination skills.
  • Able to adjust to multiple tasks and prioritize the work.
  • Pro-active, flexible and able to organize the work independently with a strong sense of responsibility and attention to details.
  • A positive attitude, very good writing and communication skills, solid inter-personal skills, ability to work in in a multicultural environment


Our client offers you a temporary contract from 2 November 2022 until 30 April 2023 (replacement of maternity leave).

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