Administrative Assistant

About ICF

ICF (www.icf.com) is a consultancy firm with offices in the UK, Belgium, US and worldwide. At ICF, we help governments, public agencies and international institutions solve complex problems and improve the quality of life of people around the world. We offer critical insight, rigorous analytical techniques and implementation support to deliver innovative solutions and thought-provoking analyses for our clients.

Today, ICF is a global consulting services company with over 9,000 full- and part-time 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 in-house 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 self-motivation.
• 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 multi-cultural, multi-disciplinary teams across different countries and time zones.
• Demonstrated 'can-do' approach, problem-solving 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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