Office Assistant

ABOUT OGILVY SOCIAL.LAB

Ogilvy Social.Lab (OSL) is a full-service advertising agency headquartered in Brussels’ WPP Campus. As part of the international Ogilvy network, our operations span four continents with over 15 nationalities on the 130-strong team working in our offices – our mindset is borderless.

We proudly collaborate with prominent international and regional clients, including Absolut, Unilever, Mondelez, Ford, IKEA, Lidl, Orange, EU and Belgian institutions, fueling their success locally & internationally.

Entrepreneurship pulses through our veins, embodying our name with a "lab” mentality. We constantly innovate and experiment, staying in sync with the ever-evolving digital media landscape we specialize in.

ROLE

The Office Assistant plays a crucial role in ensuring the efficient day-to-day operation of the office and providing valuable support to management and staff members. They serve as a central point of contact, coordinating various administrative tasks and contributing to the smooth functioning of the organization.  

We’re looking for an  Assistant to join us from July for a period of 6 months for maternity leave cover, with a high possibility to extend further. This is a full-time or 4 days/week position and requires on-site presence at our Brussels office.

RESPONSIBILITIES

• Serve as the first point of contact by warmly welcoming visitors and clients, and providing support, ensuring a positive and professional first impression in a welcoming environment.
• Enhance the client meeting experience by coordinating lunch orders, organizing and preparing meetings, setting up the space, providing catering and drinks, ensuring our clients and visitors have the best possible experience at our office.
• Maintain a clean and organized office space to create a pleasant and professional atmosphere.
• Manage office supplies by monitoring inventory levels, placing orders, and restocking as needed.
• Manage the general company mailbox with professionalism, ensuring messages are promptly forwarded to the appropriate contacts.
• Assist the in various tasks such as organizing internal events.
• Support the HR team in newcomer onboarding tasks.
• Foster effective communication by liaising with various departments, coordinating information flow, and resolving administrative discrepancies.
• Support the IT coordinator with IT inventory management.
• Uphold confidentiality and handle sensitive information with discretion and integrity.

PROFILE

• Possess great oral and written communication skills in English. Knowledge of French is a plus.
• Previous experience in similar roles (office, administration, event management).
• Exhibit excellent time management skills, effectively handling multiple tasks simultaneously, and prioritizing work to meet deadlines.
• Demonstrate strong organisational and planning abilities, ensuring smooth operations and efficient workflow.
• Pay attention to detail and showcase problem-solving skills, tackling challenges proactively and suggesting innovative solutions.
• Proficiency in MS Office applications and a solid understanding of office management systems and procedures.
• Possess a friendly and approachable demeanor, with the ability to establish positive working relationships with colleagues and visitors.
• Adapt to changing priorities and work well under pressure, maintaining a calm and professional demeanor.
• Show initiative and a willingness to take on additional responsibilities as needed.

OFFER

• Full-time opportunity or 4 days a week, through a CIP contract.
• Be part of an ever-growing, trendsetting advertising agency based in the greenest building in Brussels – the new WPP Campus.
• Work alongside a team of diverse and people-focused individuals, on impactful projects and with an array of local, regional, and global clients.
• We are committed to keeping our environmental footprint low and ensuring that our work is ethical.
• We thrive on transparency – Our words and promises produce actions.
• As an Ogilvy Social.Lab employee, you will be provided with continuous opportunities to grow through training and career conversations while doing strong work that works.