Based in Brussels and active in over a dozen countries, the European Institute of Peace (www.eip.org) is an independent organisation working with the parties to conflict, those who represent people suffering from insecurity or at risk of violence, as well as European decision-makers and the conflict prevention, resolution and mediation community.

We provide practical experience, technical expertise, and policy advice on conflict resolution. We use a variety of tools to help us do this, including analysis, mapping and design of peace processes and agreements, facilitating policy discussions, and proposing practical engagement, for example through inclusive dialogue and mediation support.

Are you captivated by our innovative approach to peace, and do you want to contribute to the mission of our institute? Do you share our vision for a world where people live in safety and peace because conflicts and grievances are resolved through inclusive dialogue and lasting political agreements?

We are looking for a motivated and proactive Personal Assistant to provide administrative and operational support and help the Executive Director to prioritise his work on multiple files and have an overview of the Institute’s work.

Your place in the team

The personal assistant reports directly to the Executive Director. Together with the Communications Officer and Senior Fundraising Officer you will be part of the Executive Director’s Office.

You will

• Manage the Executive Director’s (ED) time. This will include prioritisation of tasks; managing correspondence and requests for meetings; ensuring that the ED has relevant information (e.g. background notes and briefings) from colleagues before meetings and missions; ensuring that engagements and missions are followed up, whether by the ED or other colleagues.
• Schedule and help prepare meetings chaired by the ED, both regular and ad hoc. Regular meetings include fortnightly Senior Management Team (SMT), monthly staff meetings, and fortnightly front office meetings. Support agenda-setting and prepartion, note-taking and outcome sharing. Work with the Communications officer and other colleagues on the ED’s engagement in public events, workshops, meetings with journalists, by ensuring inputs for speeches, presentations, etc.
• Liaise with Governors of the Board and their front offices with a view to organising biannual in-person Board meetings; quarterly meetings of the Financial Oversight Sub-Committee; and ad-hoc Board meetings. This includes logistical and technical arrangements; confirming attendance; working with colleagues to ensure that relevant documents are prepared and circulated on time, and that formal minutes are prepared and shared after such meetings, including when necessary with Belgian Registry authorities.
• Organise and manage ED’s travels and administrative responsibilities. This includes logistical planning, transport arrangements and bookings, as well as ensuring that the ED has relevant information and briefing notes. Administraive tasks include travel expenses, timesheets, managing holiday requests, scheduling of performance appraisals.

Your skills and experience

• Minimum three years’ experience as Personal or Executive Assistant in a multi-lingual diplomatic/political environment – such as working in a front office in an international organisation, ministry or diplomatic mission. An asset will be experience in working with or for European Institutions/bodies, or of the United Nations or of a national public administration
• University degree in political or social science, peace and conflict studies, international relations and/or political science and diplomacy or similar;
• Excellent command of spoken and written English and preferably of at least one of the two official languages of the Brussels region (French and Dutch). Any other EU language is a plus;
• Professional, friendly, and confident in functioning as a gatekeeper as well as door-opener re access to the ED;
• Ability to present material clearly and concisely and to work with minimum supervision;
• Discretion, good judgment, emotional intelligence and an understanding of confidentiality issues.
• Legally entitled to work in Belgium (EU citizen or currently in possession of a Belgian work permit).

What we are offering

• An exciting job in an international and diverse environment (18 nationalities represented at the Brussels Office).
• Open-ended Belgian contract.
• Competitive Benefits package which includes health care insurance and pension plan, meal vouchers, transportation and telework allowance, and SIM card.
• 40h/week and 32 leave days/year.
• The possibility to telework 3 days a week

Start date: as soon as possible

The selected candidate will need to reside in or relocate to Belgium when the employment contract starts.