Junior Administration Assistant

Position summary

We are recruiting a motivated, organized and meticulous full-time junior Administration Assistant to join our Admin team and provide comprehensive support in a variety of tasks related to our life together in the office: administration, office support and accounting.

The Administration Assistant joins a close-knit team of 3 people; she/he reports to the Head of Finance and works on a daily basis for the Managing Director Executive Assistant and the Administration Manager.

Key responsibilities :

Administration and office support (60%)

• Reception/Welcome, contacts with visitors, suppliers, concierge, and help with registrations at internal events
• Set-up/clean-up meeting rooms & cafeteria for internal events and support in organising lunches
• Administrative assistance with punctual enquiries, documentation, maintain stock levels of office stationery and kitchen supplies, brochures; publications subscriptions, suppliers database, …
• Assist the office with on/off-boarding management (laptops, badges, email, various databases registration, subscriptions updates ...), ad-hoc administrative tasks, planning and unforeseen tasks
• ITC Support in liaison with the external support teams
• Check and test pre-installed equipment before weekly management meetings, hybrid meetings and/or events via Microsoft Teams software
• Provide local light ITC support to the Brussels Team as needs arise

Assist with basic bookkeeping tasks (40%) including:

• Processing staff expense reports and check match with bank statements (SRXP software)
• collecting missing invoices and receipts
• Assist in processing daily the accounting email account and potentially prepare payments envelopes

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