Job advertisement - Office Manager - EJTN

About us

The European Judicial Training Network (EJTN) is a membership-based association. Our members are judicial training institutions from all European Union member-states and the Academy of European Law.

Our vision is to foster mutual trust between judiciary professionals from across the EU and to contribute to creating a common legal and judicial European culture. We achieve this vision by providing networking opportunities for our members, observers, and partners, and by offering tailored training to all 400.000 judges, prosecutors, court staff, and judicial trainers in the EU.

The EJTN teams are a group of highly driven professional dedicated to achieving the greatest impact through our projects across geographies.

Your job in a nutshell…

As Office Manager, you are a key member of the EJTN Secretariat. Your role is to ensure the smooth running of the office on a day-to-day basis and create a great work environment for your colleagues. In addition, you will provide administrative support to the Head of Exchanges & Training, the Head of Innovation, Digitalisation & Resources, and the HR Partner.

In this position, you may have access to sensitive and confidential information which you will always handle with the utmost discretion and tact.

You will be part of the Secretary General Office team and report to the Legal Advisor to the Secretary General.

Your key responsibilities

Office Management activities

• You will create, communicate and update various office policies (phones, parking, etc);
• You will order and keep inventory of all office supplies;
• You will negotiate with suppliers, check incoming invoices related to office suppliers and process to accounting;
• You will be responsible for the office supplies budget line;
• You will ensure the office is well kept (clean, provisioned, etc);
• You will be the point of contact for the building receptionist and handle/distribute all incoming mail;
• You will liaise with the building manager for all building issues;
• You will be part of the Office Move team and take care of the logistical aspects (2025-2026);
• You will pay particular attention to the office’s carbon footprint and implement procedures to ensure the office is environmentally sustainable;
• You will manage all office related communication, including transport strikes, office closing days, etc;
• Together with the Communications Manager, you will order Corporate info packs, as well as Corporate gifts;
• You will welcome all newcomers to the office, ensuring they have a desk space and all necessary equipment ready upon arrival;
• You will manage our “info” inbox and redirect incoming emails accordingly;
• You will organise and coordinate staff events;
• You will propose ideas to develop well-being activities in the office;
• You will act as Health and Safety officer for the EJTN;
• You will seek new and more efficient ways to manage office related tasks. You will work closely and act as back up to the Assistant to the Secretary General.

Administrative support activities

• You will prepare onboarding plans for newcomers by sending out calendar invitations;
• You will organise interviews with external applicants;
• You will take care of travel arrangements for the Heads of Units using our travel agent;
• You will provide basic administrative support (document formatting, printing documents for meetings etc).
• You will provide support for any other administrative tasks within your competencies.

Desired competencies and experience

• You have 1-3 years work experience in a support function in an international environment;
• You hold a bachelor degree, but this is not mandatory;
• You have a genuine interest in EJTN’s mission;
• You enjoy administrative tasks “with a twist”;
• You have a true passion for Office Management and it’s wide scope of activities;
• You pride yourself in delivering high quality work, that your colleagues can rely on;
• You have impeccable ethics;
• You see yourself as a dynamic person who gets things done;
• You have a client-centric approach and you enjoy working with various stakeholders, both internal and external;
• You have excellent organisation and planning skills with a keen eye for detail;
• You are proficient in MS Office suit;
• You have excellent command of English, both verbal and written, as well as good working knowledge of French;
• Above all, you are a true team player with a friendly, open personality and a sense of humour.

Location

This position is based in Brussels.

What we can offer

• A permanent contract with extra-legal benefits;
• A great place to work with a team of highly motivated professionals;
• The opportunity to work in a truly diverse and multicultural organisation helping to make the world a better place.

How to apply

Please send your CV and cover letter in English to recruitment@ejtn.eu mentioning “Office Manager” in the subject field.