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Office Manager

Brussels, Belgium

Everyone says they want to change the world. We're looking for people who actually will. 

ADF International is a faith-based legal advocacy organization that protects fundamental freedoms and promotes the inherent dignity of all people. Please visit our career site to view our Statement of Faith and Doctrinal Distinctives.

 

Office Manager

This is a temporary position covering maternity leave.

ADF International is looking for a highly organized Office Manager to join us full-time on a temporary basis in our Brussels, Belgium office. As the Office Manager, you are a vital part of the ADF International team in Brussels, and will play a central role in ensuring the smooth, professional, and efficient functioning of our offices while supporting teams across Europe.

 

Your Essential Responsibilities:

In this position, you will:

  • Serve as the first point of contact for the offices, managing calls, correspondence, visitors, vendors, and deliveries.
  • Oversee day-to-day office operations, ensuring well-organized processes, a functional work environment, and a welcoming office culture.
  • Manage office services, including procurement, inventory, equipment, facilities coordination, and supplier relationships.
  • Coordinate meetings, calendars, and logistics for team members across Europe and internationally.
  • Provide high-quality administrative support, including document management, filing systems, data entry, and targeted research.
  • Maintain and regularly update internal documentation such as Office Handbooks, operational guidelines, and procedures.
  • Support the planning and coordination of internal and external events, meetings, and team activities.
  • Foster team engagement by coordinating internal moments such as onboarding support, celebrations, and farewell gatherings.
  • Prepare expense reports and support accounting processes, including expense tracking and receipt processing.
  • Maintain accurate records across internal databases and systems, including CRM tools.
  • Identify opportunities to improve office processes, tools, and workflows, contributing to continuous operational improvement.

 

Other Responsibilities:

You may be asked to perform related duties or special projects as assigned within the general scope of the position.

 

Skills you need to succeed:

  • Strong administrative skills.
  • Anticipate needs of local team members.
  • Strong computer skills including experience with Microsoft Office: Word, Excel, Outlook and Internet Explorer.
  • Ability and willingness to learn and apply other software applications.
  • Proven excellent verbal, written, and interpersonal communication skills in English and French or Dutch.
  • Proven excellent customer service skills.

Ability to:

  • Ability to initiate, work, and motivate within a team and independently.
  • Ability to professionally handle confidential information.
  • Demonstrate ability to make sound decisions under demanding conditions.

Education and/or experience:

  • Requires 3-5 years of experience in an administrative role
  • Fluent English and French or Dutch required

 

Valid work permit for Belgium or EU citizenship required.

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ADF International is a religious organisation. As such, and as a condition of employment, ADF International employees are required to profess for themselves ADF’s Statement of Faith and Doctrinal Distinctives, and employees must further confirm they do not hold beliefs that are in conflict with the Statement of Faith and Doctrinal Distinctives, both of which are available here.

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When you apply for a job here, the personal data contained in your application will be collected by Alliance Defending Freedom International (“ADFI”) Austria (“Controller”). The protection of your personal data is of utmost concern to Alliance Defending Freedom International (“ADFI”) Austria (hereinafter referred to as “we”). We process your personal data exclusively on the basis of the applicable legal provision, in particular the Austrian Data Protection Act (“DSG”) and the Regulation (EU) 2016/679 (“General Data Protection Regulation”; short “GDPR”). You will find a short summary of the most important aspects of our data processing in relation to your application below.

  1. Name and Contact Details of the Controller

ADF International Austria gemeinnützige GmbH
Postfach 5, 1037 Wien
email: contact@ADFinternational.org

  1. Processing for the purpose of managing our recruitment related activities:

The activities include setting up and conducting interviews and tests for applicants, evaluating and assessing the results thereof, and as is otherwise needed in the recruitment and hiring processes. The data will be used for the solicitation, evaluation, and selection of applicants for employment and eventually for consideration for future job openings in any of the ADFI entities. You are not obliged to provide us with your personal data. However, if you do not do so, we will not be able to complete the application process with you. In detail:

a. Scope of the processing activity:
The activities include setting up and conducting interviews and tests for applicants, evaluating and assessing the results thereof, and as is otherwise needed in the recruitment and hiring processes.

We process the following personal data in connection with your application:

  1. First Name, Last Name, Preferred First Name, Email, Phone. Country, Resume/CV, Cover Letter, Nationality and Work Permission
  2. Linked-In Profile, additional information regarding your application, such as how did you learn about this opportunity, if you were referred, etc., name of the employee you were referred by, attendance to any events or training with us
  3. Information regarding religious beliefs and agreement to the Statement of Faith and the Doctrinal Distinctive.

b. Legal basis for the processing of your personal data
We only process your personal data to the extent necessary for the fulfilment of the purpose described above and if there is a legal basis for the processing of your personal data. If you do not provide us with your data, we may be unable to consider your application further.

Your personal data is processed on the following legal basis:  

  1. personal data according to Section 2. a. i. is processed and stored based on pre-contractual measures within the meaning of Art. 6(1)(b) GDPR.
  2. personal data according to 2. a. ii. is processed and stored based on our legitimate interest within the meaning of Art. 6(1)(f) GDPR and serves to optimise our application process.
  3. personal data according to 2. a. iii. is processed and stored based on your explicit consent in accordance within the meaning of Art. 9(1)(a) GDPR.
  1. Recipients of your personal data

If necessary for the recruitment process, your personal data can/will be shared with other ADFI entities and Alliance Defending Freedom in the United States of America (USA) and transferred thereto on the basis of our legitimate interests within the meaning of Art 6(1)(b) GDPR.

Furthermore, Greenhouse Software Inc., a cloud services provider located in the US and engaged by Controller to help manage its recruitment and hiring process on Controller’s behalf. Greenhouse Software Inc. is contractually obliged in accordance with Art. 28 GDPR to always protect your personal data, to implement appropriate technical and organisational measures with regard to data security and under no circumstances to process your data for their own purposes or to pass it on to third parties. The processing and corresponding data transfer are based on our legitimate interests to Art 6(1)(f) GDPR, namely the efficient and secure management of recruitment and hiring processes. The data transfer to the US is based on an adequacy decision pursuant to Art 45 GDPR. Greenhouse Software Inc. has self-certified under the EU-US Data Privacy Framework with the US Department of Commerce (DoC).

  1. Further processing of your personal data

If we can offer you a suitable position, your personal data will be processed for the purpose of our employee administration and the performance of the employment contract/employment relationship.

  1. Storage Periods

We retain your personal data up to 7 months after the end of the application process in accordance with § 15 (1) GlBG and § 26 (1) GlBG as well as § 7k (1) in conjunction with (2) Z 1 BEinstG, provided that we are unable to offer you a position.

If we have undertaken to reimburse you for costs incurred or likely to be incurred as a result of the application process, we will retain the data relating to your costs and reimbursement, such as the amount, type and reason for the costs, as well as the date on which they were incurred, the date of reimbursement and your bank details, for a period of three years in accordance with § 1486 (5) of the Austrian Civil Code (ABGB). If this data is relevant for tax purposes, we are obliged to retain it for at least seven years in accordance with § 132 Federal Tax Code (“BAO”) and, in addition, for as long as it is relevant to the tax authorities in pending proceedings.

If you consented to be considered for other positions, we will store your personal data for up to two years.

  1. Automated Decision Making

There is no automated decision-making as part of the application process, nor do we carry out so-called ‘profiling’.

  1. Your rights as a data subject

Under the GDPR, you have the right to be informed, to request access, rectification, or erasure, and to restrict processing of your personal data or object to it. You also have the right not to be subject to automated decision-making, the right to data portability and the right to withdraw consent at any time.

  1. Competent Authority

If you have a concern that the processing of your data may violate your right to secrecy or otherwise infringe your data protection rights, you may complain to the competent supervisory authority. In Austria, the competent authority is the

Austrian Data Protection Authority

Barichgasse 40-42, 1030 Vienna.

Regardless of this, the possibility of filing a claim with the regional court pursuant to § 29 (2) DSG and any other legal remedies remain without prejudice.