Receptionist/Office Manager Assistant

The company 's permanent secretariat, based in Brussels, maintains close contact with European and international institutions and is a major partner in consultations on all issues affecting Europe’s  industry.

As a Receptionist/Office Manager Assistant, you will be the first point of contact in the office. You will welcome guests and greet people who visit the office. You will also coordinate front-desk activities, including distributing correspondence and redirecting phone calls. Your duties will include offering administrative support across the organisation.

Your tasks and responsibilities will also involve:
•    Organising lunches and handling contact with food and drink suppliers;
•    Reservation of meeting rooms, parking spaces for visiting clients, ordering taxis/courier service/messenger service/etc;
•    Ordering office supplies/drinks, library books/publications;
•    Coordinating with the cleaning team;
•    Travel reservations and hotel contacts;
•    Reporting any technical malfunctions in the office to the building management;
•    Performing any and all other duties as necessary for the efficient functioning of the office;
•    Supporting the Office Managers when necessary;
•    Over time, help the Communications department occasionally;
•    And more!

Working hours
The working hours are Monday to Friday from 9:00 a.m. to 5:30 p.m., with a one-hour lunch break. This temporary position may lead to a CDD after 6 months.
 

We are looking for a friendly, welcoming, and proactive person to join our international team. In this role, you’ll regularly interact with members, suppliers and other visitors, so a positive and professional attitude is key.

To be successful as a Receptionist/Assistant Office Manager, you should have a pleasant personality, as this is also a customer service role. You should also feel confident handling unexpected situations calmly and efficiently, while helping keep the office organised and running smoothly.

Ideally, you have:
Excellent interpersonal skills and a professional presentation
Strong verbal communication skills in English (our main working language) and French; additional languages are a plus
Good working knowledge of MS Office (Word, Excel, PowerPoint, Outlook, SharePoint)
Confidence using IT tools and a proactive, problem-solving mindset
A strong sense of prioritization and organization
The ability to multitask effectively and manage workflows and deadlines
A high level of discretion and respect for confidential information
A helpful, service-oriented attitude when assisting members with requests and guiding them through nomination procedures
A willingness to continuously learn and develop new skills as needed
A collaborative team spirit