Arctik is a Brussels-based communication agency that puts sustainability first. We provide a broad range of communication services to European and Belgian clients who focus on environmental and climate issues, circular economy, and sustainable development.
We are part of the leading science and innovation consultancy Technopolis Group.
Business development & administrative assistant
Arctik
Full-time
Permanent employee
Introduction
About this job
Location: Brussels (hybrid work model combining office presence and homeworking)
Type of contract: full-time permanent contract
Starting date: ASAP
Benefits include: meal vouchers, eco-cheques, hospitalisation and travel insurances, and a pension scheme
Our team: positive, and open-minded international, flexible working environment within a team of like-minded professionals in Brussels
Salary: Entry-level, junior position
Type of contract: full-time permanent contract
Starting date: ASAP
Benefits include: meal vouchers, eco-cheques, hospitalisation and travel insurances, and a pension scheme
Our team: positive, and open-minded international, flexible working environment within a team of like-minded professionals in Brussels
Salary: Entry-level, junior position
Your profile
We are looking for a Business Development & Administrative Assistant who is organised, proactive, and keen to support both business development activities and financial administration.
You are comfortable handling multiple tasks, supporting proposal development, and ensuring smooth administrative and financial processes. You combine attention to detail with a solution-oriented mindset and are able to work efficiently in a dynamic, client-focused environment.
You have strong online research skills and know how to find, verify, and structure information quickly. You are also comfortable with basic data analysis and can work confidently with figures, spreadsheets, and reporting tools. You are not shy about picking up the phone when needed, whether to follow up with partners, clarify information, or move a process forward.
You communicate clearly, anticipate needs, and contribute to maintaining high standards across all tasks and deliverables.
You are comfortable handling multiple tasks, supporting proposal development, and ensuring smooth administrative and financial processes. You combine attention to detail with a solution-oriented mindset and are able to work efficiently in a dynamic, client-focused environment.
You have strong online research skills and know how to find, verify, and structure information quickly. You are also comfortable with basic data analysis and can work confidently with figures, spreadsheets, and reporting tools. You are not shy about picking up the phone when needed, whether to follow up with partners, clarify information, or move a process forward.
You communicate clearly, anticipate needs, and contribute to maintaining high standards across all tasks and deliverables.
Your responsibilities
Business development
Contracts & finance administration
Experience
- Support the preparation of proposals and tenders, including administrative coordination and content structuring
- Ensure timely submission of proposals, verifying compliance with all requirements and guidelines.
- Provide general administrative, technical, and organisational support across projects
- Support the implementation and continuous improvement of internal processes and workflows
- Draft, edit, and format documents to a high standard
- Monitor ongoing tasks and follow up on pending items to ensure deadlines are met
- Manage and update databases, tracking tools, and document management systems
Contracts & finance administration
- Support the preparation and follow-up of contracts and related documentation
- Support budget tracking, expense monitoring, and financial documentation
- Maintain well-organised project and contract records (Teams, SharePoint, or similar tools).
- Assist the Finance Manager in collecting invoices and other supporting financial documents from partners and suppliers.
- Provide support with accounting and administrative tasks, including the preparation of purchase orders.
- Ensure effective communication between the Finance Department and the external accountant.
- Prepare payments in the online banking system.
Qualifications & skills required
Experience
- At least one previous experience of professional work experience in a related field and in a comparable position/with a similar scope of work
- Experience in communication, EU projects, or sustainability-related fields is an asset
- Excellent written and verbal communication in English, additional EU language(s) is a plus
- Strong organisational and coordination abilities
- Ability to structure information clearly and concisely
- Strong organisational skills and attention to detail
- Ability to manage multiple tasks and meet deadlines
- Proactive approach and problem-solving mindset
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
- Familiarity with collaborative tools such as Teams or SharePoint
- Happy to explore what AI can bring, respecting data protection protocol
- Knowledge of EU funding programmes or public sector processes is a plus
- Interest in sustainability and environmental topics
Interested? Apply directly
Applicants should have the EU citizenship or a valid work permit to apply.
Über uns
Die Technopolis Group ist ein internationales Forschungs- und Beratungsunternehmen mit über 300 Politikberater*innen in zwölf Standorten in Europa sowie in Afrika und Lateinamerika. Wir gestalten, implementieren und evaluieren Politikprogramme mit dem Schwerpunkt Forschung und Innovation für regionale, nationale und internationale Organisationen des öffentlichen Sektors.