- Company Name
- Unique Belgium
- Job Title
- Executive assistant
- Job Description
-
**Job title**
Executive Assistant / Officer
**Role Summary**
Provide executive‑level administrative and coordination support to the Europe Team, managing daily agendas, travel, meetings, light accounting, and internal communications for a dispersed group of staff and seconded experts. Act as a federating presence to mobilise the team, organise EU‑related events and publications, and support the EU Committee and Europe Division in preparation of agendas, presentations, minutes and correspondence.
**Expectations**
- Deliver accurate, timely administration for a dynamic, multinational team.
- Foster strong team cohesion and effective coordination across staff who are frequently seconded and absent.
- Communicate fluently in English (mandatory) and French; additional EU languages are advantageous.
- Navigate and maintain confidentiality, uphold organisational values and cultural sensitivities.
- Demonstrate proactive, flexible problem‑solving and a positive, agile attitude.
**Key Responsibilities**
1. Daily agenda and calendar management for the Europe Team.
2. Travel coordination for internal staff and external stakeholders.
3. Light accounting: invoicing, expense reconciliation and budget support.
4. Internal communication: distributing updates, memos, and ensuring smooth activity coordination.
5. EU Committee & Europe Division support: drafting agendas, preparing slides, taking minutes.
6. Logistical planning for conferences, seminars, workshops and EU‑related events.
7. Publication coordination: managing reports, flash news, and other deliverables.
8. Contact management: maintaining and updating databases.
9. Disseminating EU Affairs information (news, events, policy briefs).
10. Assisting with communication, translations, documentation and minute‑taking.
11. Support minor administrative tasks for EU projects and initiatives.
**Required Skills**
- Exceptional organisational and time‑management abilities.
- Strong written and verbal communication skills in English; French preferred; other EU languages are a plus.
- Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint) and collaboration tools (Teams, SharePoint).
- Ability to prioritise tasks, work independently and under pressure.
- Positive, agile mindset with a collaborative attitude.
- Prior experience in a similar role or sector (public transport, EU policy, or NGO) is a plus.
**Required Education & Certifications**
- Bachelor’s degree or equivalent professional qualification in Business Administration, International Relations, Communications, or a related field.
- No specific certifications required, though knowledge of EU legislative processes or project management methodologies is advantageous.