Administrative Assistant, Brussels Conservation International

Administrative Assistant, 
Brussels 
Conservation International

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POSITION SUMMARY:

Building upon a strong foundation of science, partnership and field demonstration, Conservation International (CI) empowers societies to responsibly and sustainably care for nature for the well-being of people. Founded in 1987, CI is headquartered in the Washington, D.C. area and employs more than 800 staff in 30 countries on six continents, and has nearly 1,000 partners around the world.  CI Europe (CIE) leads CI’s engagement with European partners. Its role is to engage European Union institutions, European governments and other key stakeholders on policy, partnerships and funding opportunities relevant to CI’s global mission.

The Administrative Assistant is responsible for providing routine operation support for the administrative, financial, human resources, logistic and IT functions of the office as well as support to the Managing Director of CIE for his agenda planning and travels’ organization. S/he works with senior staff to ensure compliance with CI’s policies, procedures and local reporting requirements; s/he responds to routine questions and refers more difficult requests and questions to his/her supervisor for resolution.
The Administrative Assistant does not supervise staff, operating budget, or public/private funds. Duties are performed under general supervision. 

RESPONSIBILITIES:

75% of time:

• Work to ensure operational services within the department run smoothly; Assist staff with routine operation matters and in understanding CI policies and procedures as they pertain to operation functions.
• Purchase of supplies; Coordination of the office space and related issues.
• Handle routine financial transactions; Maintain filing and reporting systems; Generate reports and analysis.
• Prepare or review reimbursements, re-classes, and related transactions; Review time reporting for proper coding and charging.
• Assist with on-boarding new employees and handling HR paperwork.
• Work with IT staff as needed.
• Handle the organization/planning of internal meetings as well as for other CI staff when in Brussels/Europe.
• Handle scheduling and provide logistical support for larger meetings and events.
• Security contact point for staff traveling to Belgium.
• Perform other administrative-related duties to provide general office support as directed. 

25% of time: 

• Provide support to the Managing Director: agenda planning, travel arrangements and handle travel expense reports.

WORKING CONDITIONS:

• Typical office environment, in Brussels, Belgium. No travel.

QUALIFICATIONS:

Required

• High school or secondary education and up to 2 years college or technical school studies.
• Experience with accounting and managing financial transactions.
• Strong organization, communication, and interpersonal skills.
• Team player.
• Ability to work in a culturally diverse environment that requires collaboration and networking with others in dispersed locations.
• Native-level French and very good/excellent English.
• Candidates should be EU nationals or have a valid work permit for Belgium.

Preferred

• Knowledge of one or more additional European language.
• 1-2 years related work experience.