Office Coordinator

For one of our clients, a European association based in Schuman, we are looking for an Office Coordinator.

Your responsibilities:

• Assist the Secretary in:
• Organizing meetings and events
• Managing travel and arrangements
• Preparing the annual calendar
• Scheduling and organizing Board and General Assembly meetings/calls
• Sending general emails with agendas, relevant materials, connection details, and Outlook invitations to targeted mailing lists
• Managing the association’s general mailbox
• Drafting meeting minutes if required
• Collaborate with the Events Manager and Communications Advisor:
• Attending internal and external booths/events
• Acting as backup for public website maintenance
• Supporting the organization of the annual conference
• Handling requests from members and stakeholders
• Assisting with accounting and banking tasks
• General office administration:
• Coordinating office services (procedures, correspondence, filing, supply orders)
• Ensuring a safe, clean, and secure working environment
• Welcoming and orienting visitors
• Acting as main contact for general maintenance
• Coordinating relationships with non-member customers, service providers, and the landlord
• Reviewing office furniture acquisitions
• Point of contact and support for Human Resources:
• Posting job vacancies on the association’s website and other media
• Collecting applications and responding to candidates
• Assisting with interview logistics
• Partnering with HR to maintain office policies
• Supporting training planning for employees

Your profile:

• Fluency in English, both spoken and written (mandatory)
• Excellent communication skills
• Sociable and proactive personality
• Ability to manage multiple projects simultaneously, ensuring effective and timely delivery
• Advanced MS Office 365 skills (especially Outlook and Excel; OneDrive and SharePoint are an asset)
• Strong secretarial skills backed by relevant education or proven experience
• Discretion and professionalism in handling confidential information

We offer:

• An international and dynamic environment at the heart of Europe
• A stimulating multicultural setting
• The opportunity to build a wide professional network
• A pleasant work environment
• A 3-month full-time contract (with possible extension)
• An attractive salary package

Type d'emploi : Temps plein, CDD
Durée du contrat : 3 mois

Expérience:

• Office management: 1 an (Requis)

Langue:

• Anglais (Requis)
• Français (Requis)

Lieu du poste : En présentiel

Date de début prévue : 25/08/2025