Management Assistant

Management Assistant

CEPS - Centre for European Policy Studies

Brussels, Belgium

CEPS is currently looking for 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 smooth day-to-day functioning of the office, coordination of internal and external activities, and support for 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.

Main tasks

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.

Your background and qualifications

• You have an excellent command of English, both orally and in writing (working language) and a good knowledge of French and/or Dutch;
• You have at least two years of experience in a similar administrative, executive support, governance or coordination role;
• You are comfortable working with MS Office, including Word, PowerPoint, Teams and SharePoint;
• You have 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/or governance processes would be an advantage.

Your profile

• You are accurate, efficient, discrete and proactive, with strong organisational skills and attention to detail;
• You can manage multiple tasks independently, prioritise effectively and adapt to changing needs and deadlines;
• You communicate professionally and confidently, both orally and in writing;
• You are able to handle sensitive and confidential information with appropriate discretion;
• You are flexible and service-oriented, with a professional approach to both internal and external contacts;
• You enjoy teamwork and are open to giving and receiving feedback;
• You enjoy welcoming visitors and be the first point of contact in the organisation;
• You enjoy doing reception duties;
• You are kind, with a deep respect for diversity and a strong sense of empathy towards colleagues;
• You are enthusiastic about contributing to the success of CEPS as an organisation.