Office Manager

Job Experience

Job Location

Expiration Date

13 Apr 2017

The European Institute of Innovation and Technology (EIT) has been set up in 2008 with the mission to contribute to the competitiveness of Europe, its sustainable economic growth and job creation by promoting and strengthening synergies and cooperation among businesses, education institutions and research organizations and to create favorable environments for creative thoughts, to enable world-class innovation and entrepreneurship to thrive in Europe. The EIT is an integral part of Horizon 2020, the EU’s Framework Program for Research and Innovation.

The EIT fulfils its mission through the Knowledge and Innovation Communities (KICs). Currently there are six KICs addressing the following societal challenges: digital transformation (EIT Digital), climate change (Climate-KIC), energy (EIT InnoEnergy), health (EIT Health), raw materials (EIT RawMaterials) and food (EIT Food).

EIT and the KICs are currently jointly creating the EIT House in Brussels to enhance their positioning efforts and increase their visibility, e.g. by disseminating success stories, fostering dialogues and by practically contributing to European policy agendas.

The EIT House is a dedicated space for all six KICs and the EIT to host events, meetings and exhibitions. The EIT House will also be used as a temporary working space for the KICs and their Partners.

The KICs are seeking an experienced Office Manager to manage the EIT House and to ensure a smooth and optimal usage in line with their objectives.

Location: The EIT House space is located in Brussels, 7 Rue Guimard, on the 4th floor.

Contract: We offer a one-year contract with the intention to follow-up with a permanent contract based on performance. The contractual relationship will be with EIT Digital.

We are searching for an experienced Office Manager:

Tasks

  1. Outline and implement a policy for space use;
  2. Anticipate and manage space usage requests;
  3. Understand the requirements of specific events and propose pro-actively solutions with attention for detail, time and financial constraints;
  4. Coordinate and support the organization of events organized by one or several KICs and provide assistance (planning, room reservation, preparation of rooms/exhibition space, catering etc.)
  5. Research vendors and choose best combination of quality and cost;
  6. Negotiate with suppliers (insurances, catering, office supplies, cleaning company etc.);
  7. Manage event operations (prepare venue, support with the administrative tasks);
  8. Oversee events as they take place and act quickly to resolve problems;
  9. Evaluate event’s success and submit reports;
  10. Basic accountancy, invoicing, follow up;
  11. Maintaining the office equipment and supplies (printer, printing room, fax, kitchen, water, coffee etc.)
  12. Other administrative tasks

Requirements and competencies

  • Minimum 6 years of experience as office manager;
  • Undergraduate degree required, advanced degree is a plus;
  • Strong organizational and communication skills;
  • Computer skills (Word, Excel, PowerPoint);
  • Flexibility and ability to adapt to changing requirements and situations;
  • Autonomy in finding solutions to practical problems, proactive attitude;
  • Cooperative and well-mannered, team player, flexible;
  • Ability to work in a multicultural environment; previous experience in an international/European environment is an asset;
  • Ability to interact with different kind of interlocutors (from KICs teams to high-level professionals);
  • Excellent level of English, good command of French; good command of another European language is an asset;
  • Experience with innovation policies and basic knowledge of European affairs are also preferred assets.

Applications should be composed of a CV and a short motivation letter. Please provide a list of references. (Applications without a motivation letter will not be considered.)

To apply, please send your CV and motivation letter before April 7 to the email address eit_house@eitdigital.eu

Before you apply, read the latest news about EU policies on EurActiv.com.

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