Front desk officer/Administrative assistant M/V/X

Beschrijving van het bedrijf

Our company is the voice of European Aerospace, Security and Defence Industries. With 30 major European companies and 23 National Associations as our members, the overall representation adds up to more than 4,000 companies across 21 European countries. 

Beschrijving van de functie

Role Overview

We are looking for a motivated, proactive, and professional Front Desk Officer / Administrative Assistant to join its dynamic, international, and English-speaking team based in Brussels.

 

Reporting directly to the HR & Office Manager, the successful candidate will be responsible for the day-to-day management of the reception area while also providing a broad range of administrative and organisational support to ensure the smooth running of the office.

This position is ideal for a service-oriented and well-organised professional who enjoys combining front-desk responsibilities with strong administrative assistant duties, including the supporting the senior leadership.

 

Key Responsibilities

As Front Desk Officer / Administrative Assistant, you will be the first point of contact for visitors, members, and external stakeholders, ensuring a professional, efficient, and welcoming front-desk service. 

As Administrative Assistant, In parallel, you will support the leadership team under the guidance of the office manager.

Main responsibilities as Front Desk Officer include:  

• Greeting and welcoming visitors, guests, and external partners upon arrival at the office 
• Directing visitors to the appropriate person, office, or meeting room 
• Answering, screening, and forwarding incoming phone calls 
• Providing accurate information in person, by phone, and by email 
• Managing incoming and outgoing mail, deliveries, and courier services 
• Ensuring the reception area remains tidy, organised, and presentable at all times 
• Monitoring office access and supporting office security by following reception and safety procedures 
• Ordering office supplies and meeting lunches/refreshments, and maintaining stock inventory 
• Coordinating meeting room bookings and preparing rooms for internal and external meetings 
• Main responsibilities as Administrative Assistant include:  
• Updating calendars, scheduling meetings, and assisting with appointments as needed 
• Providing administrative support, including filing, scanning, photocopying and document preparation 
• Assisting with travel arrangements and accommodation bookings 
• Preparing expense records and carrying out administrative follow-up 
• Supporting office logistics and contributing to the smooth day-to-day operation of the office 
• Assisting with hospitality arrangements and providing general administrative support as required
•  

Jouw profiel

Profile

The successful candidate will demonstrate a professional attitude and appearance, strong interpersonal skills, and the ability to handle multiple tasks efficiently and discreetly. The role requires a hands-on, flexible, and service-minded individual who can respond to urgent needs while maintaining a high standard of organization and accuracy.

 

The Ideal Candidate

• Has an excellent command of English; a good or intermediate level of French is a strong asset. 

Any other European language would be a plus

• Has a professional attitude and appearance
• Has strong organisational and multitasking skills, with the ability to prioritise effectively 
• Is proficient in Microsoft Office Suite 
• Has hands-on experience with office equipment 
• Communicates clearly and effectively, both orally and in writing 
• Is resourceful, proactive, and solution-oriented 
• Is flexible, reliable, and has a positive, easy-going personality 
• Can work independently as well as part of a team 
• Has previous experience in reception, office administration, or administrative support, which would be an asset
• An interest in aerospace and defence would be a plus.

Profiel komt in aanmerking voor de vacature

All applicants should send their CV and cover letter in English to rlarguechecv@actiris.be with the reference ¿Front Desk Officer / Administrative Assistant¿. The closing date for applications is 3 July 2026

Taalvaardigheden

• Frans (vereist)

  • Begrijpen : Vaardig - (C1)
  • Schrijven : Vaardig - (C1)
  • Lezen : Vaardig - (C1)
  • Spreken : Vaardig - (C1)

• Engels (vereist)

  • Begrijpen : Onafhankelijk + (B2)
  • Schrijven : Onafhankelijk + (B2)
  • Lezen : Onafhankelijk + (B2)
  • Spreken : Onafhankelijk + (B2)

Voordelen van de betrekking

A full-time position in a dynamic, challenging, and international environment, as well as an attractive open-ended employment contract, including benefits such as lunch vouchers, hospitalization and group insurance and a contribution to public transport costs. 

A strong candidate would also have opportunities to grow in the organization.

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