Intern - Administration Assistant (Junior)

Intern - Administration Assistant (Junior)

IOGP - International Association of Oil & Gas Producers

Brussels, Belgium

Position summary

We are recruiting a motivated, organized and meticulous full-time junior Administration Assistant to join our Admin team and provide comprehensive support in a variety of tasks related to our life together in the office: administration, office support and accounting.

The Administration Assistant joins a close-knit team of 3 people; she/he reports to the Head of Finance and works on a daily basis for the Managing Director Executive Assistant and the Administration Manager.

Key responsibilities

Administration and office support (60%):

• Reception/Welcome, contacts with visitors, suppliers, concierge, and help with registrations at internal events;
• Set-up/clean-up meeting rooms & cafeteria for internal events and support in organising lunches;
• Administrative assistance with punctual enquiries, documentation, maintain stock levels of office stationery and kitchen supplies, brochures; publications subscriptions, suppliers database, …;
• Assist the office with on/off-boarding management (laptops, badges, email, various databases registration, subscriptions updates ...), ad-hoc administrative tasks, planning and unforeseen tasks;
• ITC Support in liaison with the external support teams;
• Check and test pre-installed equipment before weekly management meetings, hybrid meetings and/or events via Microsoft Teams software;
• Provide local light ITC support to the Brussels Team as needs arise.

Assist with basic bookkeeping tasks (40%) including:

• Processing staff expense reports and check match with bank statements (SRXP software);
• Collecting missing invoices and receipts;
• Assist in processing daily the accounting email account and potentially prepare payments envelopes.

To qualify for this role, you must have

QUALIFICATIONS:

• A high-school degree or equivalent; recent bachelor’s degree in office management is not mandatory but is an advantage;
• Fluency in French and English;
• Proficiency in Microsoft Office Suite (teams, sharepoint, word, excel).

KNOWLEDGE & ATTRIBUTES:

• All-round flexible attitude and team-player in a fast-paced environment; self-confident, pro-active, forward thinking and solution-oriented mindset;
• Strong administration and organization skills, method and attention to detail are mandatory to deliver on-time quality work;
• A passion for technology and helping others to get the most out of different tools (apps, Microsoft suite, teams, sharepoint) is an asset;
• Conscientious, sense of responsibility and engagement is sought, rather than experience in a similar role.