The External Relations, Congresses and Events department supports the international operations of a public educational institution and organizes various activities for foreign partners, delegations, and visitors. As an administrative assistant, you will be part of the event organization department, a dynamic and specialized team, and you will provide administrative and organizational support for the preparation and follow-up of incoming delegations, outgoing missions, and other international activities.
For this, you will work closely with colleagues from event organization and international relations, as well as with numerous internal and external partners.
What you will do.
- Provide administrative support for the organization of incoming delegations, outgoing missions, and other international events.
- Monitor various mailboxes and ensure correct and timely processing of requests and questions.
- Support the drafting and follow-up of programs for international delegations.
- Plan and organize consultation moments with internal and external stakeholders.
- Be responsible for the practical preparation of events, including room reservations, catering, audiovisual support, hotel and restaurant bookings, and signage.
- Request quotations and handle the administrative follow-up of orders and purchase orders.
- Contribute to the management and further development of the CRM database for international relations.
- Ensure correct registration and follow-up of data related to delegations, missions, and events.
- Support the organization of business trips for members of the department and the university board.
- Contribute to projects of international relations advisors, such as international networks and specific support programs.
- Support colleagues in the organization of larger events and be present, if necessary, during events.
- Actively contribute ideas for more efficient administrative processes and optimal departmental operations.
- Supervise student workers and volunteers where necessary.
Profile
- Preferably a bachelor's degree or equivalent through experience.
- Experience in an international environment or international context is a plus.
- Possesses strong administrative skills and works accurately and structured.
- Fluent in Dutch and English. Knowledge of French is an asset.
- Maintains an overview, even when multiple dossiers are running simultaneously.
- Strong organizational skills and proactively contributes to solutions.
- Communicates smoothly and professionally, both orally and in writing.
- Adapts communication style effortlessly to diverse target groups, including international visitors and stakeholders.
- Familiar with Microsoft Office applications such as Word, Excel, Outlook, and PowerPoint.
- Knowledge of CRM systems is a plus or willingness to delve into them.
- Can work both independently and in a team.
- Possesses strong social skills, is diplomatic, and enjoys collaborating with various partners.
- Stress-resistant and can work with tight deadlines.
- Willing to provide support at events in the evenings or exceptionally on weekends if necessary.
- Holds a B driving license.
Practical
- Your workplace is located in a monumental building in a historic center.
- You will join a warm, expert, and committed team that focuses on collaboration, quality, and collegiality.
- There are many extra-legal benefits such as hospitalization insurance, group insurance, additional leave days, free or discounted commuting by public transport, a company bicycle, discounts in various shops, and numerous training opportunities.
How to apply
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