Administrative and Project Support Officer

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Location: Brussels (hybrid working considered – minimum 3 days/week on-site).

Reports to: Operations and Projects Manager (with overall oversight from the Executive Director).

Contract: 2 years Fixed-term, linked to project funding.

FTE: 0.8-1.0 FTE; flexibility will be considered for appropriate experience.

Start date: As soon as possible, after 1 October 2026.

Overview

The European Blood Alliance (EBA) is seeking a proactive, detail-oriented, Administrative and Project Support Officer to join its Secretariat, which currently comprises an Operations and Project Manager, an Advocacy Manager, a Medical Director, and an Executive Director.

Key Responsibilities

Secretariat and Office Administration

Maintain EBAs internal file structures, document archives and SharePoint environment so that information is accurate, organised and accessible;

Coordinate Sharepoint access, permissions, and user-support requests;

Maintain up-to-date contact lists and databases, including EBA Working Groups rosters;

Provide day-to-day administrative support to the EBA Secretariat (filing, contracts, IT, basic vendor coordination).

Project Administration

Support delivery of project documentation, event reporting, and partner communication;

Help track deliverables and coordinate the development of support materials and training content;

Assist with the organisation of relevant events & webinars.

EBA Member Support and Communication

Support member consultations and surveys by circulating requests, tracking responses, issuing reminders, maintaining the consultation tracker, and helping collate and present the results;

Support newsletter production, announcements, and website content updates;

Provide logistical support to working groups: scheduling, document distribution, follow-up actions and help maintain group documentation.

Event and Meeting Support

Assist with planning and coordination of EBA meetings, workshops, and webinars;

Handle registrations, logistics, communications, and reimbursements;

Support minute-taking, document formatting, and uploading materials post-event.

Financial and Procurement Support

Support the processing of invoices, expense reimbursements, and support documentation for audit;

Assist in maintaining invoice and membership fee records;

Provide procurement admin support in line with EBA procedures.

Profile

Essential

At least 3 years of relevant experience in administrative, coordination, or project support roles;

Experience working in an international, multicultural environment; comfortable interacting with senior professionals across different countries and cultures;

Confident communicating with external stakeholders in a professional and representative way;

Fluent in English, with excellent written and verbal communication skills;

Well-organised, able to manage routine responsibilities independently, and detail-focused;

Strong digital skills particularly in Microsoft 365, SharePoint, survey tools, Teams/Zoom, Wordpress);

At ease working in a small, largely remote team with a degree of autonomy;

Applicants must have the right to work in Belgium at the time of appointment.

Desirable

Experience in a membership association, non-profit, EU institution, or similar environment;

Working knowledge of French (used with local suppliers and legal/financial contacts);

Experience supporting EU-funded projects;

Familiarity with knowledge/document management systems.

What we offer

EBA is a small organisation doing meaningf