Management Assistant

Centre for European Policy Studies

About the Organisation

Founded in Brussels in 1983, CEPS (Centre for European Policy Studies) is a leading think tank and forum for debate on EU affairs, which has been consistently ranked among the world's top 10 world’s best think tanks. CEPS’ distinguishing features include its strong in-house research capacity and an extensive international network of partner institutes. CEPS’ funding comes from a variety of sources, mainly research grants and public procurement, but also from membership and conference fees.

About the role

CEPS is currently seeking a Management Assistant to provide administrative, organisational, and operational support to the CEO, Board members, Executive Committee (ExCo), and Leadership Committee (LeadCo). This role ensures the office runs smoothly day-to-day, coordinates internal and external activities, and supports meetings, events, and communications. The role serves as a primary point of contact for external partners, helping to ensure that workflows, documentation, and strategic priorities are executed efficiently and professionally.

Responsibilities

Executive and Governance Support:

• Provide administrative support to the CEO, Board members, Executive Committee (ExCo), and Leadership Committee (LeadCo).
• Manage agendas, coordinate meetings, and support Board and governance processes, including documentation and follow-up.
• Draft correspondence, invitations, and meeting materials, and support signature and official document processes.

Office and Administrative Support:

• Manage reception and welcome visitors, handle incoming and outgoing correspondence, office supplies, and general office administration.
• Maintain and update contact and meeting information in Salesforce and support relevant administrative registrations and filings.
• Monitor the generic CEPS mailbox and forward emails to the most relevant staff member.

Events and Travel:

• Coordinate meetings, events and speaker engagements, including invitations, catering and other logistics.
• Arrange travel and accommodation for the CEO and Board members, and support related expense claims.
• Assist our Publications, Communications and Outreach (PCO) Unit with events if needed.

Other Responsibilities:

• Prepare and follow up on CEPS grant requests to European Central Banks and maintain relevant grant-giver information.
• Support other administrative and organisational tasks as required.

Skills, Competencies, Experience & Attributes

Requirements:

• Accurate, efficient, discreet and proactive, with strong organisational skills and attention to detail.
• Manage multiple tasks independently, prioritise effectively and adapt to changing needs and deadlines.
• Communicate professionally and confidently, both orally and in writing.
• Able to handle sensitive and confidential information with appropriate discretion.
• Flexible and service-oriented, with a professional approach to both internal and external contacts.
• Enjoys teamwork and is open to giving and receiving feedback.
• Enjoy welcoming visitors and being the first point of contact in the organisation.
• Enjoy doing reception duties.
• Kind, with a deep respect for diversity and a strong sense of empathy towards colleagues.
• Enthusiastic about contributing to the success of CEPS as an organisation.

Background & Qualifications:

• An excellent command of English, both orally and in writing (working language), and a good knowledge of French and Dutch.
• At least two years of experience in a similar administrative, executive support, governance or coordination role.
• Comfortable working with MS Office, including Word, PowerPoint, Teams and SharePoint.
• Experience working with a customer relationship management (CRM) system or can learn quickly. Experience with Salesforce is a plus.
• Experience coordinating meetings, events, travel and governance processes would be an advantage.

Compensation & Benefits

• 20 days of legal holiday entitlement per year, plus an additional two weeks during the Christmas-New Year period 
• Group and hospitalization insurance
• Meal tickets
• Public transport reimbursement
• Possibility to telework in Belgium, 20 days per calendar year of teleworking from abroad
• CEPS offers a Learning and Development Programme for all staff to develop the necessary skills for their position.

Working locations

• Brussels, Belgium

How to apply

• Applicants are requested to:
  • Complete and submit this recruitment form by 5th November 2026, 23:59 CET
  • Send their CV (in English) to [email protected] by 5th November 2026, 23:59 CET, with "Management Assistant 2026" in the subject line. Please include the names and contact details of at least two referees (including your current or last employer).
• Shortlisted candidates may be asked to produce one or two letters of recommendation. For the CV, please use the Europass template
• Applications received after the deadline, incomplete applications, or applications that do not follow the above instructions will not be taken into consideration.
• For further information about the position, please contact [email protected]

Interviews

• Shortlisted candidates will be invited to an online interview in mid-November 2026. 

Policies

CV and personal data of non-selected candidates are not shared with anyone outside CEPS and will be deleted immediately after the recruitment process. For more information, read our privacy policy available on the CEPS. CEPS is an equal opportunities employer. We value diversity and are committed to creating an inclusive environment for all staff. We welcome applications from candidates of all backgrounds.

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