Job opening: HR and Administration Assistant

Job opening: HR and Administration Assistant

in Jobs

We are looking for an energetic and friendly management assistant who wants to grow in a support role with a great variety of tasks and who can gradually take on more responsibility and autonomy. Our international team is looking forward to welcoming you to a warm environment. There is space to craft this job in a proactive way within the frame of People & Organisation (P&O) and general administrative support.

If you want to apply, please send your motivation letter with CV to [at] Deadline for application: 27th of June 2022.


  • Purpose: Ensure smooth P&O-specific and general administrative support.
  • Location: at our office in Leuven
  • Job size: 80-100%
  • Travels may occassionally be required


P&O (30 %)

  • Be the first point of contact for P&O-related queries

  • Administer P&O-related documentation, such as contracts, insurances, certificates

  • Ensure the relevant P&O database is up to date, accurate and complies with legislation

  • Carry out a correct salary administration and follow up related invoices

  • Assist in the recruitment process, set up interviews and issue relevant correspondence

  • Assist with questions regarding regulations/juridical implications for staff

  • Be the first point of contact for internships

  • Provide HR-related info sessions

Management, board, and staff meeting support (20%)

  • Independently, correct, and timely process all administrative supportive tasks for the management, board, and staff meetings such as:

  • Planning of meetings, making agenda and reports

  • follow up on decisions

  • Assist in preparing management presentations,

  • Organize physical international meetings (2-3 per year)

  • registration and filing of in- and outgoing correspondence,

General support (40%)

  • Coordinate travel arrangements : tickets, visa, accommodation

  • Coordinate operations, events, and activities for the IO:

  • Hire facilitators, translation, venue and accommodation, catering

  • Set-up the online infrastructure for events

  • Develop roadbooks

  • Manage the event or activity in situ

  • Make meeting reports of international meetings

  • Support office staff with day-to-day to day requests of general nature

  • Administrative tasks: collecting signatures of board members, and the executive director, bringing in order all legal requirements for offices and IO (notary, translations...).

  • Collect and send invoices with the correct cost centre to the finance officer with all supporting documents

ICT (5-10%)

  • Act as IT helpdesk for the IO (Office 365 environment), create accounts & groups

  • Manage the ICT park and budget

  • Lead the ICT peer group and support with the digitalization of the different offices

  • Ensure data is protected


  • Qualifications: Degree in P&O administration/business administration or equivalent by a broad and relevant working experience.
  • Languages: Fluent in English and Dutch. Knowledge of at least 1 of the other working languages (Spanish, French) is an advantage.
  • Previous experience in a broad P&O function or in a general administrative role is an added value.