Executive Assistant

le contenu du travail

Temporary (mid March-mid August 2024) Executive Assistant needed for a European organisation dedicated to helping humanity avoid a climate disaster. Through investment vehicles, philanthropic programs, policy advocacy, and other activities, they’re committed to scaling the technologies we need to reach net-zero emissions by 2050.

The European office is located at Place Schuman in Brussels.

• Handling administrative requests and queries for the VP Europe
• Organizing and scheduling appointments.
• Handling travel arrangements such as booking flights and cars and making restaurant and hotel reservations.
• Submitting and reconciling expense reports.
• Printing material/documents including for speaking engagements and meetings.
• Confirming/declining VP’s attendance at events and follow up with the organizers for all admin queries (submitting bio/creating login/registration)
• Adding e-signatures on different documents
• Compiling/archiving documents on her behalf
• Taking minutes during Team Meetings
• Assisting the Europe team in the organization of communication activities/events.
• Ensuring sound management of the Europe office budget
• Monitoring and reporting expenses with Legal and Finance supervision.
• Ensuring logistical and operational support to visits/missions to Europe/Belgium of senior management.
• Organizing procurement for office purchases in close cooperation with relevant US teams (including obtaining quotes for different services, review T&C, contact legal and follow up with invoices/submitting and payment).
• Acting as coordinator between the relevant departments in US and Europe for HR processes and procedures.
• Submitting weekly highlights.

You

• are fluent in English,knowledge of French is a plus
• have a proven experience as EA in an international environment, with strong abilities in calendar and travel management and expense reconciliation
• are proficient in using MS Outlook, Word, OneNote, PowerPoint, Excel, SharePoint, Teams
• have an entrepreneurial attitude because you will work in a very dynamic and growing organisation, where no two days are the same. Working in a chaotic environment does not frighten you, on the contrary, you adapt easily to ever-changing priorities and are good at creating order and structure. You are not afraid to roll up your sleeves and can quickly find practical solutions to all kinds of problems.
• are very communicative because you will come into contact with different stakeholders, both internally and externally.
• are extremely discreet and have good judgement; you know how to distinguish urgent matters quickly and act accordingly.
• can be flexible in terms of working hours for meetings and calls that could extend beyond standard office hours

What the employer offers:

• the opportunity to work in a unique environment, at the crossroads of investment and philanthropy
• a very dynamic and diversified job where no 2 days are the same, in which you can put your own accent and which appeals to your improvisational and organizational talents
• the possibility to be closely involved in innovative and exciting international projects that can make a significant difference to the future of many people
• a full-time freelance or temporary contract of 5 months, starting mid March 2024 to mid August 2024 (maternity leave cover)