Executive Assistant

European Policy Centre

About the Organisation

European Policy Centre (EPC) is an independent, not-for-profit think tank dedicated to fostering European integration and promoting effective policymaking at the EU level. It provides a platform for dialogue among policymakers, businesses, civil society, and academia to develop innovative and pragmatic policy solutions for Europe’s challenges.

EPC’s mission is to support European integration and promote discussions on key EU policy areas by conducting research, organizing events, and engaging with stakeholders. Its work focuses on providing independent, high-quality analysis and practical recommendations to decision-makers.

About the role

Executive Assistant at the European Policy Centre (EPC) plays a pivotal role in ensuring the seamless operation of the organization's leadership and management teams. Reporting directly to the Chief Executive (CE) and Deputy Chief Executive (DCE), the Executive Assistant serves as the primary liaison for internal and external communications concerning the CE and DCE. Additionally, the role provides consistent support to the Chief Operating Officer (COO) and the Senior Management Team.

Responsibilities

Direct Support & Leadership:

• Manage access to CE and DCE by deciding on priorities (working closely with CE and DCE)
• Scheduling meetings in the very dynamic environment of appointments, setting up phone calls, and any necessary follow-ups, both internally, coordinating with relevant EPC colleagues, and externally.
• Monitor CE’s inbox: filing/sorting messages, drafting and sending responses on behalf of CE that reflect CE’s tone and vision.
• Make sure CE and DCE are equipped with relevant preparation for meetings (agenda, list of participants, items for CEO decision, hospitality, taking pictures, booking and arranging the room/meeting connections such as Zoom), thereby liaising with relevant colleagues across the organization. Follow-up on meetings with the EPC team to check that action points have been carried out and to follow up if no response has been received.
• Manage CE and DCE communication (in cooperation with the Comms & Events team); ensure their profiles are maintained on the website and LinkedIn and handle media requests.
• Provide briefing notes for speeches and top-level meetings, thereby liaising with relevant EPC colleagues and organizing research support.

Operations Team Support:

• Take notes in Management Team meetings and ensure follow-up of actionable items, maintain the agenda in collaboration with the COO.
• Support EPC’s membership database.

Governance Support:

• In collaboration with the COO, ensure that the EPC adheres to Belgian governance legislation, prepare Governing Board meetings, take minutes in Governing Board meetings, and ensure follow-up.

Skills, Competencies & Experience

Education and Personal Requirements:

• Basic understanding of how the European Union works
• Minimum four to five years of experience supporting executives, preferably in a mid-sized non-profit organization
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms. Experience with database management a plus
• English language C1 level, excellent written German and French would also be a strong advantage

Skills:

• Can-do attitude
• Strong organizational skills, prioritization, and attention to detail
• Interpersonal skills and relationship-building skills
• Expert-level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Team player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
• Forward-looking thinker, who actively seeks opportunities and proposes solutions

Required Qualifications

• Bachelor's Degree in Equivalent Technical Diploma

Compensation & Benefits

• Attractive Benefits Package
• Other Benefits

Working locations

• Remotely working in Brussels Belgium

How to apply

• Send an email to [email protected] with a CV and a cover letter, Name & Surname, and with the subject line "Executive Assistant" on 14th February 2025 at 5 PM

Interviews

• Shortlisted candidates will be contacted for an interview

Policies

• EPC is an equal opportunities employer. We value diversity and particularly encourage applicants from groups of society that are not well represented in Brussels think tanks, Brussels-based civil society, or European policymaking. 

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