Overview
Office Coordinator & Executive Assistant Jobs in Brussels, Brussels Region, Belgium at AK Public Affairs
Title: Office Coordinator & Executive Assistant
Company: AK Public Affairs
Location: Brussels, Brussels Region, Belgium
Office Coordinator & Executive Assistant
AK Public Affairs is a Brussels-based strategic advisory firm supporting technology-enabled clients in shaping EU policy and making their voice heard in Brussels. We combine high-impact public affairs and communications strategies with deep technical, policy and political expertise.
Behind the work is a close-knit, international team that truly enjoys working together. Our culture is open, collaborative and supportive, built on a strong sense of trust. We give people ownership over their work, the freedom to grow, and the opportunity to make their mark.
At AK Public Affairs, we are seeking an experienced Office Coordinator and Executive Assistant to further reinforce our team. This person will ensure office and supplier management, events organisation and travel arrangements, while providing executive support to the leadership.
Key responsibilities
1. Office management
- Ensure smooth day-to-day running of our two offices (different floors of the same building):
- supplies, equipment, maintenance
- Vendor coordination (cleaning company, landlord, etc.)
- Proactively maintain a professional, welcoming working environment (getting meeting rooms ready before client meetings, etc.)
2. Event management
- Plan and deliver regular client and team events, at our premises and externally, liaising with consultants on content and format and ensuring a high-quality client experience.
- Coordinate logistics: venue setup (for in-office events), managing guest lists, invitations and RSVPs, management of catering and other suppliers, budget management.
3. General administrative support
- Assist colleagues with logistics and admin tasks around client work
- Support with finance/admin tasks if needed (expense management, reconciliation, etc.)
- Manage travel bookings for the team
- Help improve admin processes as the firm grows
4. Executive support to leadership
- Provide support to the two partners including calendar management, meeting coordination, correspondence, expense processing and follow-up on key actions.
Profile
Required:
- Min. 3 years of relevant experience in office management, event management, executive support, or similar
- Strong organisational and multitasking skills
- Ability to manage multiple priorities independently
- Excellent communication skills
- High level of discretion and professionalism
- Fluent in English and French (preferably) or English and Dutch (with a good understanding of French)
Nice to have:
- Experience in the EU affairs environment
- Experience in professional services companies (consulting, legal, etc.)
How to Apply
Are you ready to contribute to the growth of an independent firm with high ambitions? Please send your CV and a very brief cover letter to [email protected], indicating that you are applying for the Office Coordinator & Executive Assistant position. Only applications submitted via email will be considered.
