Office Manager

Energy Traders Europe

About the Organisation

Energy Traders Europe is an Amsterdam-headquartered trade association representing 180 companies from over 30 European countries active in the trading of electricity, gas, and carbon. We engage with regulators, policymakers, and standard-setting bodies across Europe to ensure that energy markets are well-designed, competitive, and capable of supporting the clean energy transition. Our work encompasses a multitude of things, including market design advocacy and the development of standard contracts for energy trading.

The Secretariat, which supports the membership, has circa 32 colleagues based around Europe. Around half of those colleagues are permanently based in Brussels, where many of our key stakeholders are located, and where we’ve just taken on a larger office, while the rest of us are there regularly.

About the role

Are you a highly organised and proactive operations professional looking to take ownership of a key role in a fast-paced European association? ​​Energy Traders Europe is seeking an Office Manager to join its Brussels-based team. You will be responsible for the smooth running of the Brussels office, covering facilities and office management, administrative coordination, financial support, and meeting logistics. Acting as a central point of coordination, you will ensure efficient day-to-day operations and support a collaborative, international team.

​​We are looking for candidates with experience in an office management operational role. Fluency in English and Dutch is required (French is an advantage), along with strong organisational skills, attention to detail, and the ability to manage multiple priorities with autonomy.

​​Join Energy Traders Europe and help enable the work of a leading European energy trading association. The single biggest determinants of success in this role are a can-do attitude, an ability to problem solve, and a willingness to take responsibility. You will report to the Director of Finance and Administration and will serve as the central point of operational coordination for Energy Traders Europe’s Brussels office. The role encompasses four principal areas of responsibility.

Responsibilities

Office & Facilities Management Circa 20%

• Manage the day-to-day running of the new office, ensuring a well-maintained and functional working environment.
• Coordinate external suppliers, including cleaning, maintenance, IT, and utilities providers, and resolve issues as they arise.
• Maintain adequate office supplies and equipment, and oversee workspace organisation.
• Liaise with building management and ensure ongoing compliance with health and safety requirements.
• Coordinate onboarding logistics for new staff, including workspace preparation, IT access, and induction materials.

Administration & operations Circa 30%

• Maintain accurate and well-organised records, documentation, and office systems.
• Handle correspondence, incoming deliveries, and general administrative tasks with accuracy and discretion.
• Support internal coordination across the organisation and identify opportunities to improve administrative processes and procedures.

Financial Support Circa 30%

• Process invoices, expenses, and payments using Exact Online.
• Maintain accurate financial records and provide support to the bookkeeping function.
• Process expenses claims.

Meeting Coordination Circa 20%

• Schedule and organise internal and external meetings, managing all associated logistics and preparation
• Maintain and coordinate organisational calendars, ensuring timely communication of commitments
• Record meeting minutes, track action points, and follow up with relevant parties to ensure agreed outcomes are delivered

Skills, Competencies, Experience & Attributes

Essential Criteria:

• Proven experience in office management, executive assistant, and similar operations roles.
• Fluency in English, Dutch, and French is an advantage.
• Experience and familiarity with Exact Online or comparable financial administration software.
• Strong organisational ability and a consistently high standard of accuracy and attention to detail.
• Capacity to manage competing priorities and meet deadlines in a fast-paced, small-team environment.
• Sound interpersonal skills, a professional manner, and a collaborative approach to working with colleagues.

Compensation & Benefits

• A competitive salary and benefits package
• Flexible and hybrid working arrangements
• Support for professional development and training
• The chance to work with a small, friendly, and highly experienced team

Working locations

• Brussels, Belgium

How to apply

•  Applications should be submitted by email to [email protected] and must include both a current curriculum vitae and a covering letter of no more than one page setting out your suitability for the role.

Return to listing