Admin Support for Public Policy (20-25 hours)
Arcadis Brussels, Brussels Region, Belgium
Description:
To provide full administrative support to Public Policy and Corporate Responsibility team (PPECT). The ideal candidate is a highly motivated and polished professional capable of prioritizing work, demonstrating exceptional organizational and proactive problem-solving skills, professional communication skills, flexibility, and teamwork.
Responsibilities:
1. Event organization including internal team meetings and team building.
2. Handling of the team’s budget and management of the consultancies, support in the vendor/PO processes.
3. Ad hoc support of the global team manager based in the US (for travel, meeting organization, logistics of events).
4. Support in compliance.
5. Calendar management that supports efficient use of time, including scheduling and handling of logistics for department meetings and events.
6. Support professional management of external client meetings by preparing relevant meeting materials, bios, and travel documents, scheduling conference rooms, making VC arrangements, and ordering catering services.
7. Support virtual meetings using the latest technologies, ensuring seamless execution of logistics.
8. Scheduling and coordinating complex, multi-leg domestic and international travel, including visa/passport procurement and expense reporting.
9. Develop and organize departmental files, including support and use of team sites.
10. Handle tasks and special projects assigned.
11. Support executive communications and presentations using excellent command of computer software programs.
12. Actively seek continuous improvement by constantly assessing internal administration procedures and proposing alternatives for better functioning.
13. Proactively solve issues, helping to streamline work and drive efficient use.
Specific Requirements:
* Minimum 5 years administrative experience, preferably within a multinational/international organization.
* Excellent organizational and interpersonal skills with the ability to work independently as well as within a team.
* Ability to prioritize and address both regular routine activities and unplanned emergency situations effectively.
* Ability to handle confidential issues and material.
* Good numerical ability.
* Proactive, anticipates issues, flexible, and discrete.
* Sense of responsibility and accountability with a continuous improvement mindset.
* Ability to communicate effectively with all levels of management and external contacts, both orally and in writing.
* Written and spoken fluency in English is a must; knowledge of French, Dutch, or other languages is an asset.
* Advanced computer skills using Outlook, Word, Excel, and PowerPoint; skillful use of internal systems such as ATLAS, SAP (expense reporting), and Sharepoint.
* Extraordinary attention to detail.
* Organization and time management: Ability to handle and prioritize a large number of simultaneous assignments for multiple people.
* Preferred but not required: EU Institution knowledge.
Seniority Level:
Mid-Senior level
Employment Type:
Part-time
Job Function:
Administrative
Industries:
Pharmaceutical Manufacturing
#J-18808-Ljbffr