Administration Assistant

Bird Life International

Hours
Full-time 37.5 hours per week

Length of contract
1 year

About the Organisation

BirdLife ECA is a Partnership of 48 national conservation organizations and a leader in bird conservation. Our unique local-to-global approach enables us to deliver high-impact and long-term conservation for the benefit of nature and people. With more than 4.100 staff in Europe, 2 million members, and tens of thousands of skilled volunteers, BirdLife Europe and Central Asia, together with its national Partners, owns or manages more than 6,000 nature sites totaling 320,000 hectares.

BirdLife ECA is one of the six regional Secretariats that compose BirdLife International, the global authority on the status of bird species. Based in Brussels, it supports the European and Central Asian Partnership and is present in 47 countries including all EU Member States

About the role

The Administration Assistant is responsible for providing efficient administrative and clerical support to ensure the smooth operation of the organization. This role involves handling office tasks, managing correspondence, coordinating meetings, and supporting various departments with administrative duties. The ideal candidate will be highly organized, detail-oriented, and capable of multitasking in a fast-paced environment.

Responsibilities

General Administrative Support:

• Manage daily office operations, ensuring a well-organized and efficient workplace.
• Maintain and update office records, databases, and filing systems.
• Prepare and edit documents, reports, and presentations as needed.
• Handle incoming and outgoing correspondence, emails, and phone calls professionally.
• Assist in the procurement of office supplies and maintain inventory levels.

Meeting and Event Coordination:

• Schedule and organize meetings, including preparing agendas and taking minutes.
• Coordinate travel arrangements and accommodations for staff and executives.
• Support the planning and execution of company events, conferences, and training sessions.

Finance and Budget Assistance:

• Process invoices, receipts, and expense reports in line with financial policies.
• Assist with basic bookkeeping tasks, including data entry and budget tracking.
• Liaise with suppliers, vendors, and service providers for payments and contracts.

HR and Team Support:

• Support HR functions, including maintaining employee records and handling onboarding documentation.
• Assist in recruitment processes, scheduling interviews, and communicating with candidates.
• Provide administrative support for employee engagement initiatives.

Compliance and Confidentiality:

• Ensure adherence to company policies and procedures.
• Handle sensitive and confidential information with discretion.
• Assist in maintaining compliance documentation and reports.

Skills, Competencies & Experience

• Previous experience in office administration or a similar role is highly valued.
• Excellent oral and written communication skills.
• High proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Strong organizational, time management, and multitasking abilities.
• Adaptability and problem-solving skills in a dynamic environment.
• Ability to communicate effectively across different levels, cultures, and media.
• Fluency in English French and Dutch is essential.

Required Qualifications

• Bachelor’s Degree in Business Administration, Management, and a related field, and Equivalent experience.

Compensation & Benefits

• Lunch Vouchers
• Reimbursement of 50% of Transport Expenses
• 4% Group Insurance

Working locations

• Hybrid model, working in the Brussels office and remotely

How to apply

• Send an email to Chloe Kyriakou, HR Manager at [email protected] with a CV and a cover letter by 21st March 2025 at 11:45 PM.

Interviews

• Shortlisted candidates will be contacted for an interview. The interview will held on the 28th & 31st of March and The final interview will held in April 2025

Policies

• We are committed to building and maintaining an inclusive and supportive culture, a place where we can all be ourselves and succeed on merit. We aim to promote a more inclusive environment, which attracts all candidates and signals our commitment to celebrate and promote diversity.

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