Full Time
Brussels
Posted 1 month ago

Reception 

  • First point of contact to receive, respond and relay callers, e-mailers and visitors.
  • Provide support to visitors such as connection to Wi-Fi, printing of documents, taxi reservation and related matters when they arise.
  • Contact point for building management team in case of issues in the meetings center.
  • Responsible for implementing the evacuation/emergency policy and being point of contact for participants.
  • Various office tasks (e.g. sending documents, receiving, and sending mail and packages)

Meeting coordination

  • Coordinate the communication, booking, logistics and catering of meetings at the meetings center.
  • Oversee the booking, planning, the set-up, and the logistical arrangements for meetings (including managing the meeting booking tool, catering and tidying up).
  • Have a sound knowledge of the audiovisual equipment in the meeting rooms and being able to provide basic user support and/or liaise with suppliers for technical support.
  • Liaise and brief providers in relation to services and setting-up of the meeting rooms when necessary.
  • Liaise with relevant staff member(s) organising event on logistics and to ensure that the event policy is reminded/respected.

General support

  • Support staff meetings, lunches and teambuilding drinks and events when necessary (Liaison with HR)
  • Oversee the cleaning and instruct / liaise with the cleaning team of the meeting rooms if necessary.
  • Support administratively any operations teams who would need help for ad-oc requests.

Requirements:

  • A degree in office administration/secretarial studies or equivalent, and/or, minimum two years’ experience in a similar role.
  • Service- and people-oriented and a hands-on mentality to deliver results and solves problems.
  • Representative personality in terms of attitude, look and friendliness.
  • Experience with booking meeting tool.
  • Excellent command of French (oral and written) with an excellent command of English.
  • Able to work independently and within a team in a multicultural environment.

Skills

  • Strong interpersonal and communication skills (oral and written)
  • Stress and effective time management skills; priority setting and multi-tasking skills.
  • Coordination, planning, organisation, monitoring, and follow-up skills.
  • Advanced computer skills.
  • Eye for detail & accuracy.
  • Discretion and confidentiality.What we offer: 
    • International and dynamic team,Great opportunity to learn about the non-profit management, partner and membership management and the hydrogen sector. 

    Start: as soon as possible

How to apply?

  • Please fill in form below and put “Front Desk Assistant” as the position you’re applying for. 
  • Applications to be considered valid must include: a one-page covering letter, proof that you can live and work in Europe, and a CV. Please do not send anything else.  
  • Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Europe and be prepared to ensure that right remains throughout the scope of the contract. Please note that it is your responsibility to ensure you meet the legal requirements to live and work in Belgium. 
  • Any incomplete applications will be disregarded. 
  • The deadline for applications is 16.02.2024. Please be advised that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”. Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.
  • Applications will be reviewed as they come and the selection process may close as soon as a suitable candidate is shortlisted. 

Only shortlisted candidates will be contacted.


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Job Features

Job Category

HE jobs

Deadline

16-02-2024