Trade Associations & Administrative Assistant

Trade Associations & Administrative Assistant

Public Affairs & Communications Consultancy - Grayling Brussels office

We are looking at expanding our EU Public Affairs Team with the appointment of an Administrative Assistant.

Currently, Grayling works for and runs a dozen of European trade associations in the transport, environment, energy, and food sectors. For most of these associations, we provide both public affairs and public relations support, but we also take care of the whole logistics side of running a trade association.

We are therefore looking for someone to support those trade associations, including by managing:

• The logistics surrounding General Assemblies, Board of Directors and other high-level meetings. This includes sending invitations, preparing the rooms, registering participants, ordering catering, handing out badges, responding to logistical queries (ordering of taxis etc), ordering print-out of communication materials etc
• The membership: keeping membership and distribution lists updated.
• The organisation of events such as webinars, seminars and conferences, including by researching and booking appropriate locations and catering services.

Beside its work on our trade associations, the new recruit will bring administrative and logistical support to the whole team, including the HR manager and accountants. This can cover for example:

• The liaison with suppliers and service providers to ensure office supply are available, IT materials are well functioning, etc
• The organisation of business trips: booking of accommodation, flights, trains, etc
• Archiving, filing, and managing small office expenses
• Preparing the necessary materials for the newcomers

Skills & Experience - The candidate must:

• Be fluent in English. Fluency in French and/or Dutch is a plus
• Have minimum 3 years of experience as administrative assistant. Previous experience in a trade association is a plus
• Have a good knowledge of MS Office and Outlook

Personal qualities - The candidate must:

• Be able to take initiatives and demonstrate pro-activeness
• Have good organisational skills and be able to multi-task
• Be flexible: your tasks may evolve according to our needs
• Be at ease when working in a multi-national team
• Have excellent communication and inter-personal skills
• Demonstrate strong attention to details
• Be solution-oriented: you’re hands-on, able to take on responsibilities and come up with an appropriate solution to any problem

What are we offering in return?

• Be part of an award-winning team of 25+ consultants
• An outstanding team spirit
• The chance to work for an exciting range of organisations and sectors
• An exciting and challenging role, with further personal development

Should you be interested in this position, please send your CV and a cover letter in English to BrusselsRecruitment@grayling.com. The deadline to apply is the 4th of September 2021.

ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED.