Office Manager

The Office Manager is the administrative and operational backbone of EUROPEUM’s Brussels headquarters. Reporting directly to the CEO this role ensures the smooth day-to-day running of the office, supports governance, procurement, and HR administrative processes under the supervision of the Financial Director (e.g: resources onboarding; VAT exemption compliance procedures with Belgian tax authorities; etc...)

This is a hands-on, cross-functional role requiring rigour, confidentiality, and the ability to navigate both public-sector compliance frameworks and the dynamic environment of a growing European consortium. Full or Part time job.

Responsibilities

1.Office Administration & Facilities

• Manage day-to-day operations of the Brussels office: mail handling, supplies procurement, and coordination with building management.
• Organise internal and external meetings, Board meetings, and Assembly of Members (AoM) sessions, including room booking, catering, and logistics.
• Manage incoming and outgoing correspondence, courier services, and document archiving (physical and digital via Microsoft SharePoint).
• Ensure office compliance with Belgian health and safety regulations, in coordination with the external prevention service (Mediwet).

2. Finance & Procurement Support

• Receive, sort, and route incoming supplier invoices to the appropriate approval workflow, ensuring correct analytical tagging in line with the EUROPEUM coding guide (Exact Online / sbbSLIM).
• Verify that purchase orders, contracts, and invoices comply with EUROPEUM’s internal procurement rules and Digital Europe Programme grant requirements.
• Support the Financial Director in preparing payment baskets for bank execution and maintaining the accounts payable tracker.
• Assist in the preparation of supporting documentation for HADEA grant reporting (timesheets, expense justifications, supplier evidence files).

3. HR & Payroll Administration

• Manage onboarding and offboarding logistics for Belgian employees: social secretariat coordination (ProPay), medical service affiliation, workstation setup, and systems access provisioning.
• Collect, verify, and transmit monthly absence data, meal voucher counts, and timesheet information to the
• payroll provider (Pro-Pay) via the HRIS platform (Factorial), per the Financial Director’s validated export workflow.
• Maintain employee personnel files in compliance with Belgian labour law and EUROPEUM’s HR governance framework.
• Monitor leave balances, public holidays, and HR policy updates (CP 200) and flag discrepancies to the Financial Director.

4. Corporate Governance Support

• Prepare and distribute materials for governance meetings (AoM, Board), including agendas, draft minutes, resolutions, and action logs, in coordination with the CEO.
• Maintain the corporate documents register: BCE/KBO filings, D&O insurance documentation, statutory publications, and grant-related contractual documents.

Qualifications

• Education : Bachelor’s degree in Business Administration, Law, Management, or equivalent professional experience.
• Experience : Minimum 3 years of experience in office management, executive assistance, or administrative coordination in a professional or institutional environment.
• Belgian compliance knowledge: Prior experience with Belgian administrative processes (VAT, labour law, public procurement) is a strong asset; familiarity with EU grant administration is a plus.
• Tools : Proficiency in Microsoft 365 (Word, Excel, SharePoint, Teams); experience with accounting or ERP platforms (Exact Online, sbbSLIM) is an advantage.
• Soft Skills : Highly organised, rigorous, and autonomous; able to manage multiple concurrent tasks and deadlines with precision and discretion.
• Language : Fluency in French and English (C1/C2) is required; Dutch is a significant asset given the Brussels bilingual environment.
• Legal : EU nationality or valid right to work in Belgium required.