Office Administrative Assistant

Lungs Europe (ELF & ERS)

Location: Brussels (hybrid) | Contract: Full-time, fixed-term (18 months)

About Lungs Europe

Lungs Europe is a partnership between the European Lung Foundation (ELF) and the European Respiratory Society (ERS). We work across Europe to improve lung health through public health campaigns, EU-funded projects, policy initiatives, and multi-stakeholder engagement. Our flagship Healthy Lungs for Life campaign leverages networks of patients, healthcare professionals, scientists, and policymakers to deliver impact at city, national, and European levels.

Role Overview

The Office Administrative Assistant provides essential administrative, HR, financial, and organisational support to ensure smooth delivery of Lungs Europe programmes, EU projects, advocacy, campaigns, and events. The postholder will support project compliance, event logistics, communications, and day-to-day office operations, enabling the wider team to focus on strategic and technical objectives.

Key Responsibilities

Administration & Office Support

• Manage day-to-day office tasks, shared calendars, and documentation.
• Maintain stakeholder databases and project filing systems.
• Organise travel and accommodation for team.

Project & EU Grant Support

• Assist with administration of EU and foundation-funded projects.
• Help track project timelines, deliverables, and reporting deadlines.
• Assist on preparation of supporting documentation for funders and audits.
• Support sub-grant administration: agreements, partner documentation, payments.

Financial & Budget Administration

• Process invoices, expense claims, and purchase requests.
• Assist with budget tracking, financial summaries, and reporting.
• Maintain accurate and audit-ready financial records.

Events & Stakeholder Coordination

• Coordinate travel, accommodation, registrations, and event materials.
• Support planning and logistics for public campaigns, workshops, policy meetings, and school or community activities when needed.
• Support on-site event delivery as required.
• Support planning and logistics for public campaigns, workshops, policy meetings, and school or community activities when needed.

Communications & Network Support

• Assist with dissemination of communications materials and translations.
• Maintain and update stakeholder databases.
• Track engagement and support content uploads for campaigns or websites.

Person Specification

Essential

• Experience in administration or project support, including HR and finance tasks.
• Strong organisational skills and attention to detail.
• Experience managing budgets, invoices, and financial tracking.
• Excellent written and spoken English and French.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Teams/SharePoint).
• Ability to manage multiple priorities across projects and countries.

Desirable

• Experience supporting EU-funded projects or grants.
• Experience coordinating events or stakeholder engagement activities.
• Knowledge of European public health, advocacy, or civil society networks.

Personal Attributes

• Proactive, solution-oriented, and highly organised.
• Professional in stakeholder interactions.
• Able to manage confidential information responsibly.
• Comfortable working independently and collaboratively in a small team.

What We Offer

• Contribute to high-impact European health and advocacy initiatives.
• Exposure to EU policy, multi-country project management, and international networks.
• Collaborative, mission-driven work environment with professional development opportunities.

Salary package:

•  €2,300 per month +
• Lunch vouchers
• 13th month