Administrative Assistant
Administrative Assistant
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Job Description
About ICF
Today ICF is a global consulting services company with over 9000 full and parttime employees but we are not your typical consultants. Working at ICF means applying a passion for meaningful work with intellectual rigor to help solve the leading issues of our day. We believe in collaboration mutual respect open communication and opportunity for growth.
Overview
ICF is seeking a proactive organised and efficient Administrative Assistant to join our Policy in Action (PIA) team in Brussels. The successful candidate will provide essential administrative support across various projects ensuring smooth and efficient operations.
Responsibilities:
- Perform a variety of administrative tasks including document preparation data entry file management and formatting.
- Coordinate meetings manage schedules and provide logistical support.
- Assist in organising internal events handling invitations and registrations.
- Develop and maintain relationships with vendors and external suppliers.
- Monitor mailboxes providing information and assistance as required and redirecting requests to the appropriate staff member.
- Assist with the checking processing and paying of external reimbursement claims.
- Research worldwide event suppliers and update internal databases.
- Manage printing and stationery orders arrange couriers and ensure timely delivery and receipt of important documents.
- Support staff clients and stakeholders with printing needs including the preparation of event materials.
- Monitor and replenish stationery supplies placing orders with selected suppliers as needed.
- Conduct regular stock checks and inventory of promotional materials reporting any issues or shortages.
- Liaise with the inhouse facilities team to book couriers and organise shipments for events.
- Ensure compliance with company policies and procedures.
Requirements:
- Proven experience in an administrative role.
- Excellent communication skills in English with proficiency in another European language as an advantage.
- Strong organisational skills and the ability to multitask effectively.
- Proficiency in Microsoft Office applications and familiarity with virtual meeting platforms.
Personal Qualities:
- Highly developed interpersonal skills and selfmotivation.
- Strong attention to detail and high level of accuracy.
- Excellent organisational skills with a methodical and thorough approach.
- Ability to multitask and manage a varied workload to achieve agreed deadlines without compromising quality or standards.
- Ability to work within multicultural multidisciplinary teams across different countries and time zones.
- Demonstrated cando approach problemsolving skills and team player mentality.
- Ability to work with all levels of internal and external parties.
- Flexibility and willingness to learn new skills and tasks.
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Working at ICF
ICF is a global advisory and technology services provider but were not your typical consultants. We combine unmatched expertise with cuttingedge technology to help clients solve their most complex challenges navigate change and shape the future.At ICF we are committed to ensuring a fair and equitable interview process for all candidates based on their own skills and knowledge. As part of this commitment the use of artificial intelligence (AI) tools to generate or assist with responses during interviews (whether inperson or virtual) is not permitted. This policy is in place to maintain the integrity and authenticity of the interview process.
However we understand that some candidates may require accommodations that involve the use of AI. If such an accommodation is needed candidates are instructed to contact us in advance at. We are dedicated to providing the necessary support to ensure that all candidates have an equal opportunity to succeed.
Employment Type
Full-Time
