Administrative Assistant (m/f/x)

Administrative Assistant (m/f/x)

ETUI – European Trade Union Institute

Brussels, Belgium

Status: Full-time – Open contract
Department: Education Department
Application Deadline: 27 March 2026
Expected starting date: 1^st of May 2026

ABOUT THE ETUI

The ETUI provides research and training support to the European trade union movement. The Brussels-based Institute conducts research into European issues of strategic importance for the world of labour and promotes education and training activities with the aim of enhancing the capacity of workers’ organisations to contribute to social dialogue and building a social Europe.

ABOUT THE POSITION

The ETUI is seeking a highly organised Administrative Assistant to join our Education Department. Working within a dynamic, international environment and under the supervision of the Director of the Education Department, you will play a key role in the seamless delivery of our training programmes and events. You will be responsible for the end-to-end coordination of seminars and conferences, ensuring efficient administrative support and rigorous financial follow-up of projects. This role requires a proactive individual with excellent planning skills, a strong sense of responsibility, and the ability to navigate complex logistical requirements in a multicultural setting.

KEY RESPONSIBILITIES

• 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 AND 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

• 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 challenging role in a dynamic environment that bridges academic research and European policymaking. We provide a competitive salary and an attractive benefits package in line with qualifications and experience. Starting salary for Category D2 is € 4024 gross per month (based on full-time employment). This is a full-time position based in Brussels. In accordance with the ETUI’s internal policy, this role allows for a maximum of 10 days of remote work per month. The ETUI is an equal opportunities employer.

HOW TO APPLY

Please send your application (CV, motivation letter, supporting documents) to Fabio GHELFI, Director Education Department at vacancy1@etui.org by Friday 27 March 2026.

Only shortlisted candidates will be contacted for a written test and a panel interview in Brussels. The successful candidate is expected to start on 1 May 2026.

GDPR :By applying for this position, you consent to the ETUI processing your personal data for recruitment purposes. In accordance with our data retention policy, your application files will be kept for a maximum of 3 months following the end of the recruitment process, after which they will be permanently deleted.