Responsibilities
• Provide reception responsibilities for the Brussels office to include answering phones, greeting guests, supporting meetings and convenings based in the offices or other locations, and greeting vendors.
• Manage internal, incoming, and outgoing mail and packages, including distributing mail, facilitating mailings, and preparing and mailing packages.
• Provide administrative support to Pew's staff in Brussels as well as Pew's staff in other locations to include calendar management, travel bookings, and expense coding.
• Handle key administrative functions for staff including: proofreading and revising documents; coordinating and preparing physical and electronic mailings; updating and maintaining databases; scheduling and preparing for meetings; copying; faxing; filing; and word processing.
• Assist with the preparation of briefing books and other materials.
• Manage and coordinate the logistics of meetings and events, including sending invitations, scheduling calls, securing room reservations or conference lines, reserving audio-visual equipment, placing catering orders, preparing background and informational materials for distribution, and taking notes.
• Help prepare for and submit payment expense reports, invoices, and credit card coding reports. Track payments, as requested.
• Handle travel arrangements for program activities and assist, as needed, with staff and third-party travel reservations and planning.
• Provide assistance with the day-to-day management of the Brussels office and act as a back-up for operational matters.
• Contribute to and participate in tasks and special projects as requested.
Requirements
• A minimum of five years of administrative experience in a fast-paced, dynamic environment.
• High school diploma required; college degree preferred.
• Outstanding organizational and time management skills; ability to handle several projects at different stages simultaneously and a strong capacity to track details are required.
• Excellent verbal and written communication skills (including proofreading) and the ability to express oneself concisely and clearly using correct grammar.
• Attention to detail without losing sight of the bigger picture, conscientious approach to work and ability to anticipate needs and be proactive. Monitors and double-checks work and information for accuracy and quality.
• A very good command of English and French.
• Flexibility to work as part of a team or independently to meet goals. Ability to work independently with minimal supervision.
• Sound judgment and discretion in handling confidential information, as well as the ability to conduct oneself in a courteous and highly professional manner. Makes decisions or choices wisely, after adequately contemplating various courses of action and their potential repercussions.
• Ability to understand organizational structure and work through administrative systems and processes. Asks appropriate questions to facilitate work being completed.
• Knowledge of and demonstrated proficiency in the use of the Microsoft Office suite of products and electronic calendar systems is required. Ability to quickly learn software.
Compensation
As this is a full-time position, we offer a competitive salary and benefit program.
The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace. Pew considers qualified applicants for employment without regard to age, sex, ethnicity, religion, disability, marital status, sexual orientation or gender identity, military/veteran status, or any other basis prohibited by applicable law.
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PI104075399
