Administrative Assistant and Project Assistant

Job Experience

Job Location

Expiration Date

31 May 2017

The position is in the Faculty of Engineering Sciences of Vrije Universiteit Brussel. The candidate will work in the research group MOBI (Mobility, Logistics and Automotive Technology Research Centre). MOBI is a leader in electromobility research and socio-economic evaluations for sustainable mobility and logistics. It has an international and multidisciplinary team of over 65 specialists. Over the past 5 years the group participated in 21 EU projects, 59 projects with the industry and 61 projects funded by national organizations.


  • Provide administrative and secretarial support to the team;
  • Support colleagues in developing office administration processes and documentation management as requested;
  • Maintain contact databases and distribution lists;
  • Input of project data in project management tool;
  • Coordinate arrangements for meetings and workshops, take minutes;
  • Produce relevant templates and documents, provide guidance to colleagues;
  • Assistance to PhD candidates during the application process;
  • Overview contract flow (from incoming award to set up of the internal account).


  • Bachelor’s degree in secretarial studies or comparable professional experience;
  • Min. 2 years experience as an administrative or project assistant;
  • Knowledge of the EU institutions and EU policy processes – preferred;
  • Knowledge of the higher education landscape – preferred;
  • Proven advanced-level ability to draft correspondence and documents in English;
  • Excellent customer service orientation;
  • Detail-oriented, able to multi-task and take initiative;
  • Ability to work effectively in a multicultural team.

Our offer

  • Dynamic, international and multi-lingual work environment in a green oasis in Brussels;
  • Competitive salary based on the pay scales laid down by the government;
  • Group insurance plan including hospitalization cover;
  • Free use of public transport for travel to and from work;
  • Extensive sporting facilities and a nursery on campus.

Deadline for application: 03/06/2017

Please send brief CV, motivation letter and at least one reference to:

dr. Saskia Van Hoyweghen

T: +32 2 629 28 00



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