Job at a glance
About the team you are joining Reporting to the Director EU Affairs, the incumbent will provide administrative support to the Brussels office and assist in the organization and development of various meetings and events. What your day would be like Executive Support (to Global SVP, Director EU Affairs) Monitor and manage external meeting requests, ensuring the SVP and Director's time are allocated effectively in line with strategic priorities; Coordinate travel arrangements for the senior leadership (SVP and Director), accommodation, visas (where required), and detailed travel itineraries; Process expense claims and support budget tracking related to the SVP Director's activities; Scheduling meetings and contact with EU stakeholders.
Office Administration Manage the daily operations of the office, ensuring smooth and efficient business functions; Manage office supplies, equipment, and inventory; Oversee incoming and outgoing correspondence, mail, and courier services; Support follow-up actions arising from meetings and ensure timely tracking of commitments and deadlines; Support onboarding and offboarding processes for employees.
Facilities Management Serve as the primary contact for landlords, building management, and service providers; Ensure the office environment is safe, organized, and compliant with applicable health and safety requirements; Coordinate office maintenance, repairs, cleaning services, and facility improvements; Manage office access, security procedures, and workspace allocation. Financial Procurement Support Process invoices and monitor office-related expenditures; Assist with budget tracking for administrative and operational expenses; Manage procurement processes and vendor contracts; Negotiate with suppliers to ensure cost-effective service delivery.
Event Meeting Coordination Support the planning and execution of internal meetings, workshops, and external events; Coordinate logistics, catering, venue arrangements, and participant communications; Ensure meeting facilities and technology are fully operational. IATA Training Support Print and prepare material for approximately 8 trainings a year.