Company: Cronos Europa
Location: Brussels, Belgium (must live within 2 hours of Brussels by car)
Job Type: Long-term Project
Nationality Requirement: European Union Citizenship Required
For one of our clients at the European Commission, we are currently looking for an Administrative Management Assistant.
Main responsibilities
I. Coordination of External Service Providers (ESP)
Onboarding & Offboarding
* Coordinate security screening processes and initial contact with service providers.
* Manage internal communications related to new arrivals and departures.
* Maintain and update tracking tables for ESP status.
* Draft and revise onboarding and offboarding documentation (welcome and departure packs).
Operational Support & Guidance
* Provide support and guidance to external providers and internal team managers.
* Facilitate coordination with relevant internal units.
* Maintain and update internal workflow documentation and guidelines.
Performance and Task Monitoring
* Monitor ESP activity through monthly timesheet checks.
* Send timely reminders to both ESPs and internal managers.
* Prepare reports for internal meetings regarding service provider tasks and contracts.
Skills & Competencies
* Discretion and confidentiality.
* High attention to detail.
* Strong organizational and time management skills.
* Effective communication and interpersonal abilities.
* Customer-focused approach.
Requirements
* Competent with standard office and collaboration tools (e.g., Word, Excel, Outlook, Teams).
* Familiarity with data dashboards or reporting tools (e.g., Power BI).
* Experience with internal management tools (e.g., workflow platforms, license trackers).
* Experience in an ITIL-based service environment or similar structured IT service framework.