Job title: Executive & Project Assistant to Director 
Location: Brussels (hybrid) 
Deadline: 22 April 2024 

Do you want to contribute to our NGO’s mission to fight climate challenges and make the planet more sustainable? Are you highly motivated, organised and accountable? We are looking for a committed, proactive and structured Executive & Project Assistant to the Director of Bellona Europa; an assistant that will also provide support to the Deputy Director of Operations. The Executive & Project Assistant should be able to work independently and act as an efficient and reliable right-hand person to the Director and support the Deputy where needed. 

No days are the same at Bellona, and we love it. The Executive & Project Assistant will be working from our Brussels office on exciting and varied work assignments, together with skilled, passionate and friendly team members, as well as with a large network of contacts nationally and internationally. The Executive & Project Assistant will report directly to Bellona Europa’s Director.  

Responsibilities

• Managing the Director’s schedule, calendar, and rescheduling requirements 
• Managing the Director’s inbox 
• Drafting the agendas for the weekly International Management Team and senior EU Policy Team meetings, taking minutes and ensuring the effective follow-up of action points  
• Coordinating the Director’s external speaking engagements, journalistic interviews, grant applications and more with the wider EU Policy Team 
• Managing the Director’s travel arrangements 
• Overseeing the Director’s monthly expenses  
• Providing support to the Deputy Director of Operations with on-going admin and operational projects linked primarily to organisational development  
• Ensuring the smooth running of the Brussels office  
• Providing ad-hoc administrative support to the EU Policy Team, more specifically linked to Event Management and EP Accreditation 

Essential qualifications

• Previous experience in high-level support roles 
• Experience in streamlining administrative processes  
• Excellent English oral and written communication skills  
• Outstanding organisational skills, with the ability to multi-task and prioritise  
• Proactive, self-motivated and able to work independently 
• Creative problem-solver 
• IT-literate 
• Must be eligible to work and reside in Belgium 

Personal characteristics

• Team player with excellent people skills  
• Accountable, adaptable and flexible 
• Discretion and trustworthiness 
• Tact and diplomacy 
• Curiosity and willingness to learn 

Desirable qualification 

• Experience working in an organisation that has seen rapid growth 
• Additional languages are a plus, especially Scandinavian languages, Dutch, German and/or French 
• Previous experience working in civil society/NGO, particularly in climate/environment  
• Knowledge of EU policy-making processes and the European Institutions  

You can expect a meaningful and engaging experience, starting as soon as possible. We offer a competitive NGO salary package with various employee benefits, training budget, continuous internal learning and growing in the role. Occasional travel is to be expected. Bellona promotes a multicultural, flexible, inclusive, and collaborative work environment. 

How to apply

Please send your application in one PDF file including: CV (maximum two pages) and cover letter (maximum one page) outlining your motivation for the position, to hr@bellona.org. Please indicate ‘EA application’ in the subject line, by 22 April 2024, 18h00 CET at the latest. Your file should be named as follows: familyname_name.pdf. Kindly indicate where you found our vacancy. 

About us

Bellona Europa is an independent, non-profit organisation that meets environmental and climate challenges head on. We are solutions-oriented and have a comprehensive and cross-sectoral approach to assess the economics, climate impacts and technical feasibility of necessary climate actions. To do this, we work with civil society, academia, governments, institutions, and industries.