Operational Assistant (M/F/X)

As part of a team of assistants, you will support the planning, coordination and delivery of high-level meetings and events involving both internal and external stakeholders.

Key duties include:

• Coordinating meetings in physical, hybrid and virtual formats (Teams, Webex)


• Managing room bookings, catering arrangements and virtual meeting setups


• Organising attendance lists, invitations and participant communications


• Preparing meeting rooms, badges, seating arrangements and logistical material


• Welcoming participants and providing on-site support during meetings and events


• Acting as a key contact person for logistical and administrative matters


• Managing documentation, archiving and reporting activities


• Providing administrative backup to colleagues to ensure business continuity

• Secondary education completed, complemented by a 2-year certification in Secretarial Studies, Business Administration or a related field


• Minimum 5 years of experience in meeting coordination, executive support or a similar administrative role


• Strong customer-service orientation and attention to detail


• Excellent knowledge of Microsoft Office applications (Outlook, Word, Excel and PowerPoint)


• Experience working with Microsoft Teams and Webex


• Excellent written and verbal communication skills in English


• Knowledge of another EU language would be considered an advantage


• Strong organisational and multitasking abilities


• Ability to prioritise effectively and manage multiple deadlines


• Ability to work independently and collaboratively within a team


• Professional approach when interacting with senior stakeholders


• Ability to handle confidential information with discretion


• Flexibility to occasionally support early morning or evening meetings

Interested? Apply now!