Functieomschrijving

Robert Half is currently recruiting an Office Assistant (m/v/x) for a European non-profit organization active in the legal sector, based in Brussels.

The organization operates in an international environment and has a close-knit team of around 15 employees.

This is an interim to permanent opportunity for a proactive and detail-oriented administrative professional who enjoys working in a small, collaborative, and multicultural structure.

Function

As Office Assistant, you will play a key role in supporting the daily operations of the office and ensuring smooth administrative coordination across the organization.

You will work closely with senior stakeholders and support governance activities, meetings, events, and general office management.

Your responsibilities will include:

Secretariat & Administrative Support

• Providing administrative support to senior management, including agenda management, travel arrangements, and meeting preparation;
• Drafting, formatting, and circulating correspondence and internal documents;
• Maintaining contact databases, membership records, and mailing lists;
• Handling incoming calls, general correspondence, and welcoming visitors.

Meeting & Event Coordination

• Assisting in the organization of internal and external meetings and events;
• Coordinating practical logistics such as invitations, registrations, catering, room setup, and audiovisual support;
• Preparing agendas, meeting files, and supporting documentation.

Financial & Office Support

• Collecting invoices and receipts and monitoring expense tracking;
• Managing office supplies and ensuring the office remains well-organized;
• Coordinating maintenance and repairs with external service providers;
• Ensuring meeting rooms and shared spaces are ready for use.

IT & Digital Support

• Providing first-line support for Microsoft 365 tools, meeting setups, and office equipment;
• Liaising with the external IT provider to ensure smooth day-to-day operations.