Administrative/Office Assistant

Zabala Brussels is the European hub of Zabala Innovation, which brings together (370+) experienced advisors located internationally, across 13 offices and specialised in assisting clients with access to grant funding from a number of European and International authorities.

Our global reach traces its roots back to 1986, when our founder and current CEO identified the need to assist companies across Europe with planning their R&D activities to attract appropriate public funding and investments. Since then, our commitment to our clients and their innovation strategies has seen us grow steadily alongside them, both in size and expertise, to become an integral and dependable part of their operations.

We are recruiting an Administrative/Office Assistant to join our team and support our daily office procedures.

Job description

You will act as a key point of contact for all colleagues in Brussels (currently 15): this role will see you involved in the day-to-day operations, providing high-quality administrative support with a variety of activities and related tasks. Under the direct supervision of the head of Brussels Office, the duties and responsibilities of the position include, but are not limited to the following:

Operations support:

• Supporting the rest of the team in the administrative aspects of the office’s core activities (namely proposals writing, project management, client relations, communications)
• Assisting and liaising with the financial, HR, IT and other corporate departments in company headquarters in Spain
• Assisting the director/head of office
• Assisting the team with any administrative and technical requests

Office management support:

• Maintaining office services by organising office operations and procedures
• Organising meetings and managing database
• Liaising with office providers and organising the office facilities
• Dealing with correspondence by letters, emails and telephone calls in a professional manner.

Other tasks include:

• Assisting with the organisation of workshops and events
• Preparing, editing and translating documents and presentations, preparing reports, archiving documents, etc.
• Contributing to any other tasks of ZABALA’s activities in line with the position and job description

Your profile

• Experience - We are looking for an Administrative/office Assistant with at least 2 years of professional experience in:
  • Administration (or equivalent)
• Education:
  • Bachelor’s degree (or equivalent)
• Languages: Fluent in English (minimum C1 level required). Knowledge of other languages will be an asset, such as a good command of French and/or Spanish.
• Skills:
  • Outstanding organisational skills
  • Excellent interpersonal and communication skills with and empathetic and collaborative approach
  • Ability to work independently and proactively and to ’make things happen’
  • Ready to work under pressure, discreet and respect confidential topics
  • An eye for detail
  • Proficient in Word, Excel, Outlook, and PowerPoint;
  • Knowledge of European funding programmes will be an asset
  • IT skills will be an asset
  • Keen to work in an international team
• Location: Brussels: the candidate should ideally already be living in Brussels, no relocation package is foreseen.
• Availability: ASAP
• Job type: full time permanent contract, Monday to Friday

Offer

• A competitive package, hospitalisation insurance, food vouchers
• A dynamic, pro-active and multicultural working environment in a growing international consulting firm
• A pleasant and family-like work atmosphere, where you can always be yourself
• The opportunity to grow in your skills and knowledge
• Internal trainings

Do you feel up to the challenge?

Please send your motivation letter and resume to infobrussels@zabala.es .

Selected candidates will be contacted for a first interview. Should you not be contacted, it will imply you have not been selected.

Important: Incomplete applications and candidates not fitting the profile above will not be considered.

Do not forget to mention that you found this job ad on the EURACTIV Jobsite!