The Embassy of Belgium is recruiting an Executive Assistant

! Due to the high number of candidates, the vacancy will be closed earlier than initially foreseen. Please apply before Friday the 25th of October, 17:00 to be considered for the position.

Advanced knowledge of one of the main national languages, Dutch or French, is a requirement for this position. Applicants without Dutch or French skills will not be considered.

The Embassy of Belgium in Oslo is seeking to recruit an Executive Assistant. The Embassy is Belgium’s diplomatic representation to Norway and Iceland.

Your main responsibility will be to provide administrative support to the Ambassador and diplomatic staff. We are looking for someone with good language, communications, organisational, and problem-solving skills, as well as the ability to manage multiple priorities. The successful candidate will demonstrate reliability and flexibility as well as accuracy in his or her work.

Starting date is as soon as possible.

Offer:

We offer a multi-faceted job in a small and motivated team, as well as the following benefits:

• A full-time contract (37,5 hours per week) will be offered at a starting salary of NOK 43.706,92 (gross monthly remuneration). Relevant experience can be taken into account in determining pay scale.
• An initial contract of one year will be offered to the successful candidate, subsequently convertible to a contract of indefinite duration.
• An annual holiday entitlement of 26 days, in addition to 14 public holidays including the period between Christmas and New Year.

The Embassy is housed in a centrally-located building near Aker Brygge in Oslo and is easily accessible by public transport.

Main roles:

• Your main role will be to support the Ambassador and diplomatic staff with general as well as specific administrative tasks. This includes managing the Ambassador’s diary, setting up meetings (including at senior and ministerial level), and organising travel in Norway and Iceland. 
• You will be expected to take the lead on preparing and drafting a range of official correspondence to various stakeholders. You will also manage and follow up on communications addressed to the Embassy via phone, email or mail. You will maintain a strong network with various interlocutors to support your work. 
• You will be responsible for coordinating and organising all aspects of incoming visits (including high-level). This encompasses developing programmes, managing matters such as protocol, and handling logistics. You will also contribute to event planning, from dinners to large receptions, and liaise closely with staff at the Ambassador’s residence.
• In addition, the successful candidate will participate together with other colleagues in manning the Embassy’s duty phone service in order to guarantee emergency support and contact outside regular opening hours for Belgians in distress (compensated by additional leave).

Behavioural skills:

• You are a team player, service-oriented, and show respect to others.
• You have discretion and are trustworthy[1].
• You are flexible[2] and are able to manage multiple priorities.
• You are goal-oriented and able to plan ahead and act on your own initiative.
• You are accurate and take responsibility for quality of your work.

Technical skills and knowledge:

• Advanced knowledge of Dutch and/or French with at least passive knowledge of the other language. Proficient in English. Knowledge of Norwegian is a distinct plus.
• Proficient knowledge of MS Office.
• Ability to express yourself well, both orally and in writing.

Education and experience:

• You have a bachelor’s degree or relevant experience.
• At least two years of working experience.
• Background in a similar position providing support to senior management is a plus.

You must hold a valid residence permit at the time of application.

How to apply:

Please submit your application by email to anna.weynants@diplobel.fed.be. Your application should include a concise motivation letter and CV in either Dutch or French and be submitted by 17:00 on 25/10/2024 at the latest.

Your application will be used as basis for an initial selection on which candidates to invite for interview. The selection procedure will subsequently include an interview and written test to assess the requirements listed in this vacancy notice.

[1] Considering the sensitive nature of some tasks, this is an essential skill and will carry more weight in the assessment process.

[2] Considering the Embassy consists of a small team, this is an essential skill and will carry more weight in the assessment process.