Personal Assistant to the Deputy Executive Director

Based in Brussels and active in over a dozen countries, the European Institute of Peace (www.eip.org) is an independent organisation working collaboratively with the parties to the 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. This is a central role in the Institute and within the Engagement, Dialogue and Process Design (EDP) team, supporting the management of a large team engaged in complex and politically sensitive processes around the world. The position provides unique access and insights to the management and direction of the Institute, and a bird-eyes view of the daily workings of the EDP Unit in challenging contexts, including areas suffering from armed conflict. The right applicant is discreet, can think on their feet, and thrives in a politically dynamic environment in which they are a central organisational node.

Your place in the team

The personal assistant reports directly to the Deputy Executive Director (DED).

Your place in the team

• Manage the Deputy Executive Director’s (DED) time including scheduling and correspondence review and prioritisation, by using independent judgement, initiative and maintaining an overview.
• Organise and manage DED travels, manage the logistics and support in arranging meetings and preparing other relevant meeting and mission material.
• Support DED in team communication, for example by facilitating internal and external communication flows, creating, and maintaining relevant tools and reminder schedules.
• Take part in and when applicable coordinate meetings, within the Engagement, Dialogue and Process Design Unit and with other units as well as externally, fostering smooth collaboration.
• Support DED in ensuring programmatic teams deliver both regular and ad hoc internal reporting, ensuring timeliness and high quality of team contributions.
• Work closely with the DED to keep her informed and prepared for upcoming commitments and responsibilities. This may include ensuring the DED has relevant background material and briefiengs by the teams and summary notes.
• Manage the administrative tasks such as travel expenses, timesheets, and approval of invoices and contracts.
• Work together with the Programmatic colleagues on the DED’s engagement in public events, preparing speeches, presentation material and briefing notes.
• Manage the DED’s presence on social media, maintaining active profiles by creating and posting content together with programmatic teams.
• Develop, maintain and track internal systems and procedures to ensure strong work flow an sustainable processes within the unit, including ensuring central access to key documents such as templates.
• Supporting the on-boarding of new team members and their introduction into the organisation.
• Source and manage a news feed from the programmatic teams to the DED on key events and developments in conflict contexts in which they are active.

Your skills and experience

• University degree in political or social science, peace and conflict studies, international relations and/or political science and diplomacy or similar;
• At least 3 years’ experience as Personal or Executive assistant in a multi-lingual and political environment.
• Professional experience in the European Institutions/bodies, or in the United Nations or a national public administration an asset.
• Professional, friendly, and confident communicator at all levels.
• Ability to research, digest, analyse and present material clearly and concisely and to work with minimum supervision.
• Discretion and an understanding of confidentiality issues.
• Assertive personality that is used to function as a gatekeeper for executive staff in an organisation
• Excellent command of English and at least one of the two official languages of the Brussels region (French and Dutch). Any other EU language is a plus;
• 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 when the DED is away from the office.

Start date: May 2024

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