Office Coordinator

The Office Coordinator oversees the smooth day-to-day operation of the EPC office and coordinates the planning and execution of internal and external events. The role combines office management, administrative support, and event coordination to ensure a well-organised workplace and successful meetings, workshops, and conferences. The Office Coordinator is a key point of contact for staff, visitors, and external partners, ensuring efficient workflows and a high-quality experience for everyone who interacts with the EPC.

Key Responsibilities

Office Management & Administration

• Manage day-to-day office operations, including phone and email communications, mail handling, and office equipment maintenance.

• Maintain and update filing systems, databases, membership lists, and internal directories.

• Order, distribute, and monitor office supplies and equipment.

• Keep EPC calendars up to date.

• Prepare and maintain internal documents, templates, and resources for staff.

• Quickly troubleshoot and resolve operational issues (IT, facilities, logistics, etc.) to ensure a smooth and efficient office environment.

Event Planning & Organisation

• Organise and coordinate in-house and offsite meetings, workshops, formal dinners, and other events (average of 8 meetings per month).

• Arrange venues, catering, logistics, and meeting setups, including badges, nameplates, and materials.

• Manage invitations, attendance tracking, and reminders for EPC working groups and General Assembly meetings, in liaison with the Communications Manager.

• Support registration and participation processes on platforms such as SPREDS.

• Maintain high-quality records of meeting minutes, agendas, and follow-ups.

• Collaborate with internal teams to ensure events align with EPC standards and objectives.

Executive Support

• Coordinate travel arrangements, including flights, accommodation, and itineraries.

• Prepare and submit expense reports, reimbursements, and related documentation.

• Manage the Director General's calendar, scheduling, and travel arrangements.

• Prioritise appointments, meetings, and commitments to maximise executive effectiveness.

• Prepare agendas, briefing materials, presentations, and meeting documentation.

• Screen and prioritise incoming communications and ensure timely follow-up.

Communication & stakeholders Interaction

• Serve as the first point of contact for visitors, members, and external partners.

• Coordinate with internal teams to ensure alignment and smooth information flow.

• Respond efficiently to requests, inquiries, or issues from staff and external stakeholders.

Why Join Us

• A role with real variety: from organising high-level events and meetings to solving day-to-day challenges, you’ll be at the centre of what makes the EPC office work.

• Work with people who matter: interact with colleagues, members, partners, and senior stakeholders while building a strong professional network across Europe.

• Grow your skills and influence: take ownership of important operational and organisational tasks and develop your expertise in a n international environment.

Position Requirements

• Bachelor's degree.

• Fluency in English and French or Dutch (C1 or above) is required.

• Based on-site at the EPC office in Brussels (1040 Etterbeek)

• Proven experience in office management, executive support, and event coordination (min. 8 years).

• Strong event planning and logistics management skills.

• Office administration and operations management experience.

• Budget management and cost control experience.

General Requirements

• Proficiency in Microsoft Office 365

• Fluency in English and French or Dutch (C1 or above) is required

• Ability to manage multiple tasks and meet deadlines

• Excellent attention to detail and organisational skills

• Ability to work independently and in a multicultural team environment

• Excellent communication and interpersonal abilities

• High level of professionalism, discretion, and confidentiality

• Proactive and solution-oriented

• Ability to work legally in Belgium and to work on-site at EPC Brussels’ office

What We Offer

• A 10-month fixed-term contract or Freelance mission (September 2026 – June 2027).

• A dynamic, international working environment in the heart of Brussels.

• A comprehensive compensation and benefits package, including:

• Meal vouchers (€8)

• Eco-vouchers (€250)

• Full health insurance

• 100% reimbursement of transportation costs

Recruitment Process

Our recruitment process is designed to be transparent and efficient:

• 30-minute introductory call with the HR Manager - A short conversation to get discuss your background and align on expectations.

• 60-minute interview with the Operations & Compliance Team - An in-depth discussion focused on your technical skills & Experience

• 60-minute meeting with the Director General - A final conversation to assess cultural fit & business alignment.

We accept applications until September 15th, 2026