Executive Assistant (12 Months)

Department: Advocacy

Employment Type: Fixed Term Contract

Location: Brussels

Compensation: €3,592 - €3,951 / month

Description

The post holder will provide executive assistance to AFME’s Advocacy Team and will be responsible for supporting the running of one of AFME’s key Member Committees, the European Public Policy Committee.

The successful candidate will support the Advocacy Team in the execution of their advocacy responsibilities including assistance when travelling. The post holder will also support the Executive Assistant of the Head of Advocacy in ensuring that all the back-office functions of the office run smoothly, including during an office relocation.

The post holder should be able to communicate fluently in English and French or Dutch, whether as a first or second language (additional European languages would be important assets), as they will be working closely with a diverse European membership and with their colleagues in the AFME headquarters in London.

This role is a 12-month fixed term contract to cover maternity leave.

Key Responsibilities

Executive assistance to professional staff:

Diary management
Assisting in organizing logistics for meetings and calls
Making travel arrangements and submitting expenses claims using online platform Concur
Working with a bespoke database (CRM); contact and official sector distribution list management for advocacy and event purposes
Active assistance in formatting, finalizing and distributing of documents to members and stakeholders
Assisting with the preparation for AFME events and functions
Ad hoc projects as requested

Administrative support to the European Public Policy Committee:

Managing the logistical arrangements for meetings of the Committees
Contributing to the timely preparation and distribution of documents for meetings
Communicating with AFME Members on logistical arrangements
Ongoing management of committee membership and distribution lists
Maintaining related policies and procedures related to the Committee

Office relocation & back-office services in liaison with another EA:

Support the Executive Assistant to the Head of Advocacy with the AFME Brussels office move
Ensure compliance with overarching AFME policies and procedures
Provide office support services and maintain an orderly work environment, as required
Assist with the management of vendors and service contracts, including invoice processing

Skills, Knowledge and Expertise

Essential:

Good interpersonal and communication skills
Proactive, extremely well-organised, and can-do attitude
Problem solving skills
Very good attention to detail
Calm demeanour and capable of working well under pressure
Self-sufficient and able to work unsupervised and to meet deadlines
Fluency in written and spoken English and French or Dutch
Strong skills in MS Office including SharePoint

Desirable:

Experience working for a European trade association or an international financial, professional services or law firm, ideally in a client or member facing role
CRM and/or Copilot (or other) experience
Experience supporting multiple team members simultaneously
Additional European languages

Benefits

27 days Annual Holiday Allowance
Additional 1 day Birthday Holiday
Additional 3 days Christmas Holiday
Hospitalization Insurance
Dental and Private Medical Insurance
Pension Scheme – AFME contributes 10% of an employee’s basic salary
Life Assurance of 4x base salary
Disability Protection
Worldwide Business and Leisure Travel Insurance
Meal and Eco Vouchers
4pm Friday Finish
Hybrid working 3x office days and flexi-start/finish times

Applied

Introductory Video Call

First Interview

Final Interview

Hired