Administrative Assistant for Education Department

Administrative Assistant for Education Department

ETUI – European Trade Union Institute

Brussels, Belgium

The ETUI is seeking to recruit a full-time Administrative Assistant for the Education Department.

The European Trade Union Institute (ETUI) is a leading applied research and training institute for the European labour movement. We use our expertise in research, training and workplace health and safety to advance workers’ interests and to support, reinforce and stimulate the European Trade Union action and identity.

Responsibilities

Under the supervision of the director of Education department, you will be responsible for the coordination of administrative and logistic tasks, including:

• Ensure organisation and coordination of seminars, conferences, meetings and events (from A to Z):
  • Preparation and sending of invitations and confirmations to participants as well as all documents necessary for the event;
  • Organising and booking events: accommodation, venue, meals, signature lists, reimbursement, …;
  • Organisation of interpretation and its equipment;
  • Negotiation with suppliers and preparation of contracts and tenders, taking into consideration the rules laid down by the European Commission and by the internal rules;
  • Attending project meetings when appropriate etc., in Brussels, Belgium or abroad.
• Administrative support:
  • Undertaking general administration including word processing, dealing correspondence, photocopying, sending of letters, contracts, mailings, reports and documents;
  • Maintaining up to date office filing system and archive in database;
  • Providing a contribution to the CIVICRM database;
  • Collecting and providing project information to staff team on a regular basis.
• Ensure financial follow-up of projects/activities:
  • Supporting Education officers and follow-up on timelines and deliverables;
  • Maintaining up to date projects information and projects follow-up (lists of participants, reimbursements forms, expenditure, contracts, invoices, purchase orders etc.);
  • Controlling project budget in terms of expenditures according to the work plan (receiving, checking and signing invoices/reimbursement forms, claims of reimbursement etc.).

Qualifications & Skills required

• Reliable, well-organised with a good team spirit and excellent planning and coordination skills;
• Able to adjust to multiple tasks and prioritise the work;
• Pro-active, flexible and able to organise the work independently with a strong sense of responsibility and attention to details;
• A positive attitude, very good writing and communication skills, solid interpersonal skills, and ability to work in a multicultural environment.

Knowledge and experience – profile

• At least 5 years’ secretarial and administrative experience or related tasks, experience in a non-profit organisation would be an asset;
• Good knowledge of ITC tools (Excel, Outlook, SharePoint and Word);
• Excellent knowledge of English and French (working languages);
• Knowledge of the European Union organisations is an asset.

Conditions of employment

The ETUI offers a permanent full-time employment in a challenging and dynamic working environment, combining excellent academic standards with close contacts to European policymakers.

For further information visit: http://www.etui.org.

The ETUI offers good working conditions with a competitive salary and an attractive package of fringe benefits.

Short-listed candidates will be provided with the information on the relevant pay range and the method by which the pay for the job is established.

Furthermore, the ETUI is committed to achieving workforce diversity in terms of gender, nationality and culture and applies a policy of equal opportunities.

Applications are accepted without distinction on any grounds of age, birth, disability, ethnic or social origin, genetic features, membership of a national minority, political (or any other) opinion, property, religion, gender or sexual orientation. All applications will be treated with the strictest confidence.

Applications and supporting documents (CV, motivation letter, evidence of qualifications, etc.) should be sent by email not later than on 18 January 2026 to: vacancy1@etui.org.

Mr Fabio Ghelfi
Education Department Director
Boulevard du Jardin Botanique 20
1000 Bruxelles

Only short‐listed candidates will be invited for interviews.