Personal Assistant and Office Manager

DescriptionWe are seeking an executive assistant and office manager with excellent organisation skills who can assist our CEO and maintain smooth operations at our Brussels headquarters. The ideal person for the job will be a proactive problem solver with exceptional communication skills and a meticulous attention to detail. The successful candidate will have previous experience working in an office environment, performing administrative duties, and providing support to management.

About the WFA
WFA champions more effective and sustainable marketing communications. Originally founded in 1953, the WFA has experienced excellent growth, doubling our membership in the past 5 years. WFA is a global organisation representing the common interests of marketers. It is the voice of marketers worldwide, representing 90% of global marketing communications spend, roughly US$900 billion per annum.

WFA connects over 140 of the world's biggest brand owners and national advertiser associations in more than 60 markets, which bring together tens of thousands of brands at local level. Together, they create a global network which offers a unique source of leadership, expertise, and inspiration.

About the team
WFA has a small but growing team based in four markets; headquartered in Brussels, with personnel in London, Singapore, and New York. Our team is made up of highly motivated people of a variety of nationalities led by the Chief Executive (Stephan Loerke). As a team we aim to emulate, and exceed, the professional practices of our members. Despite being a not-for-profit organisation, we operate in a business environment and are rewarded based on success.

Role introduction
Currently, we are seeking an executive assistant and office manager with excellent organisation skills who can assist our CEO, Stephan Loerke, and maintain smooth operations at our Brussels headquarters. The ideal person for the job will be a proactive problem solver with exceptional communication skills and a meticulous attention to detail. The successful candidate will have previous experience working in an office environment, performing administrative duties, and providing support to management.

PA responsibilities:
• Primary responsibility of supporting the CEO, provide support to the management team as directed to ensure that company goals and objectives are accomplished, and operations run efficiently.
• Manage communication between management and employees, liaising with internal and external executives and stakeholders on various projects and tasks.
• Plan and orchestrate work to ensure the CEO’s priorities are met, organisational goals are achieved, and best practices are upheld.
• Management of quarterly executive committee meetings including preparation of agenda and minutes for review.
• Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior executives.
• Coordinate with the Events Manager to arrange the CEO’s travel and travel-related activities, including hotel booking, transportation, and meal coordination.
• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the WFA.


Office management responsibilities:
• Be the first point of contact at reception to greet all visitors and staff.
• Oversee general office operations, maintaining appearance of common areas, sorting of mail, shipping packages and monitoring of multiple email inboxes.
• Supervising the day-to-day operations of Junior Administration & Events Manager and Finance Assistant.
• Oversee office operations, responding to office requests and questions from the WFA team.
• Plan, coordinate and manage all administrative procedures and systems.
• Participate actively in the planning and execution of internal company events.
• Coordinate with external IT to ensure that all IT equipment is properly maintained.
• Being the point of contact for suppliers and ensuring office supplies and resources are restocked.
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time in collaboration with the Finance Assistant.
• Oversee facilities services and maintenance at our Brussels office.
• Manage staff benefits including weekly lunches and birthday presents.
• Responsible for providing office orientation to new employees.
• Other Ad-Hoc duties as required.

Finance responsibilities:
• Provide finance admin cover to the Finance Assistant.
o Monitor and record staff expenses.
o Prepare expense reports.
o Follow up on overdue accounts.
o Process accounts receivable and accounts payable.

Personal abilities & experience
• Bachelor’s degree in business administration, management, or a related field or equivalent experience.
• Proven experience as an executive assistant or other relevant administrative support experience.
• Experience overseeing budgets and expenses.
• Knowledge of office management responsibilities, systems, and procedures.
• Strong time-management skills and the ability to organise and coordinate multiple projects at once.
• Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
• Attention to detail and problem-solving skills.
• Ability to handle sensitive and confidential information accordingly.
• Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge.

WFA offers:
• A competitive salary and benefits package.
• The opportunity to join a dynamic, and ambitious team.
• A stimulating work environment in a fast-growing global organisation.

If you feel like this could be the role for you, please apply by emailing us CV and cover letter to [email protected].