Administrative Project Assistant (Training Courses, Projects and Events)

About the Executive Education, Training & Projects Office (The Office)

The Office is responsible for developing the College of Europe’s professional training courses, high-level events, international projects, and other professional services for the public and private sectors worldwide, for both the Bruges and Tirana campuses. The Administrative Project Assistant will support the preparation and the roll-out of project activities, events and training courses organised by the Office. 

For more information on the Office’s activities and projects visit: Training & Projects | Coleurope.

The different projects and activities vary in nature, duration and volume. Therefore, flexibility and precision in the administration play a major role. With partner organisations and customers from all over the world, the Office is strongly internationally oriented. This dynamic, instructive and international working environment may be very demanding but equally offers real satisfaction to people with an open mind, strong language knowledge, a broad sphere of interest and a proactive attitude.

The role

The Administrative Project Assistant will work in close cooperation with the rest of the team and other College staff. Their main tasks and responsibilities include:

• Provide assistance to onsite training courses: supporting Project Managers in the running of events and training activities, including welcoming groups of participants, external guests, etc.;
• Provide logistical support for events and training courses: booking of venues, making travel and accommodation arrangements for trainers and participants, event organisation, etc.;
• Provide assistance to online training courses: hosting and supporting training sessions, in collaboration with the Project Managers;
• Compile and harmonise layouts and disseminate training materials, handouts and documentation;
• Provide administrative and organisational support to projects of the Office;
• Contribute to daily administrative tasks: drafting of meeting minutes, etc.;
• Support the preparation of proposals in the framework of calls for tenders;
• Pre-process payments, invoice, and manage part of the administration of the Project Managers;
• Cooperate with the marketing & communication team of the Office;
• Perform other tasks related to the work of the Office, where needed.

Your profile

• A graduate degree, preferably Management Assistant, Event Organisation, Office Administration or similar;
• Familiarity with administrative tasks and office organisation;
• Prior experience in event organisation is considered a strong asset;
• Fluent spoken and written English;
• Fluent spoken and written French and/or Dutch are considered a strong asset; Other languages (Spanish in particular) are considered an asset; 
• A very good knowledge of Word, Excel, Outlook and PowerPoint (a basic understanding of Photoshop and InDesign is considered an asset);
• A very good knowledge of online video conferencing and training platforms (MS Teams, Webex, etc.);
• Accuracy in administering figures and payments;
• Good analytical and organisational skills and ability to meet strict deadlines;
• Ability to work as a team player in an international environment;
• Strong social and communication skills;
• Flexibility (working hours may include evenings and weekends) and a dynamic attitude.

Our offer

• An interesting and challenging full-time position in an attractive, multicultural and dynamic work environment;
• An employment contract under Belgian labour law (one year contract - upon mutual agreement this contract would become a permanent one at the end of the initial year);
• A competitive remuneration; 
• A comprehensive benefits package, including legal holiday pay and an end-of-year bonus, meal vouchers, a transportation allowance, a telework allowance, hospitalisation insurance, and a complementary pension scheme;
• Legal holidays plus eight closing days during the winter break, and two extra public holidays (9 May and 11 July);
• Telework policy (up to two days per week).

The position of Administrative Project Assistant is based in the College of Europe’s office in Bruges (Belgium). 

How to apply

Applications should be written in English and consist of a CV (max. 2 pages) and motivation letter (max. 1 page). They should be sent by Monday 21 April 2025 to recruitment.be@coleurope.eu, mentioning “Administrative Project Assistant (training courses, projects and events)” in the subject line. 

For information on the salary or related HR questions, please contact Ms Julie Favril, HR Co-Director, via recruitment.be@coleurope.eu.

Early applications are highly encouraged. As applications will be reviewed on a rolling basis, we reserve the right to close this vacancy early if a suitable candidate is found.

Please note that only short-listed candidates will be contacted. 

 

 

By submitting your application, you consent to have your personal data processed for the purpose of recruitment and the specific position you are applying for. You acknowledge that your data as well as data we receive from academic institutions we can contact for verification purposes, will be processed by the College of Europe, the members of the selection committee appointed by the College of Europe related to this recruitment process.

 

All information will be treated with the utmost confidentiality and in line with the current data protection regulations.

 

For more information on how we use the information you have provided and how to exercise your rights, please see our privacy notice for recruitment (https://www.coleurope.eu/privacy).

 

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The College of Europe is committed to equal treatment and opportunity. It aims to reflect the diversity of our society and to offer an inclusive work and study environment for all members of its community. Consistent with these goals, the Bruges campus has a zero tolerance policy for any acts against the dignity and integrity of individuals, whether in the form of discrimination, bullying, harassment, stalking, violence, or sexual misconduct.

 

Candidates are therefore recruited and selected on the basis of skills and experience, regardless of age, ability, ethnicity, class and background, political belief, race, religion, gender identity and expression, sexual orientation, culture, or any other grounds.