Administrative Assistant

About Cronos Europa

Cronos Europa is a leading IT and digital transformation partner dedicated exclusively to European Institutions and agencies, delivering mission‑critical solutions that shape Europe’s digital future. As part of the Cronos Group, one of the most innovative and fastest‑growing tech ecosystems in Europe, we benefit from a vast pool of expertise and cutting‑edge capabilities. With over 1,000 specialists across Belgium, Luxembourg, and the Netherlands, we combine deep institutional knowledge with strong engineering excellence to support long‑term, high‑impact EU programmes requiring reliability, scalability, and innovation.

Your Role

As an Administrative Assistant, you will provide operational and administrative support to ensure the efficient management of IT contracts, missions, and external service provider activities. You will work closely with consultants, internal teams, and stakeholders within European Institutions, ensuring compliance with administrative procedures and the smooth coordination of day-to-day activities.

Key Responsibilities

IT Contracts & Mission Management

• Support the administration, monitoring, and follow-up of IT contracts and related services.
• Coordinate mission requests, mission orders, travel arrangements, and reimbursement processes.
• Maintain accurate records of contracts, missions, and supporting documentation.
• Liaise with consultants, service providers, and stakeholders to ensure the timely processing of administrative requests.
• Monitor contract milestones, renewals, extensions, and key administrative deadlines.
• Prepare reports, statistics, and management information related to contracts and mission activities.
• Ensure compliance with applicable administrative procedures and documentation requirements.

External Service Provider (ESP) Management

• Coordinate onboarding and offboarding activities for external consultants and service providers.
• Manage administrative and security screening processes.
• Follow up on requests for badges, access rights, accounts, and permissions.
• Monitor timesheet submissions and support validation processes.
• Track the allocation, management, and return of IT equipment and other resources.
• Maintain accurate personnel records and ensure data consistency across relevant systems.
• Act as a primary point of contact for consultants regarding administrative matters.

Operational & Administrative Support

• Assist in the coordination and follow-up of operational and service-related activities.
• Ensure that documentation is complete, up to date, and audit-ready.
• Contribute to process improvement initiatives aimed at increasing administrative efficiency.
• Organize meetings, prepare agendas, draft meeting minutes, and follow up on action items.
• Support management reporting activities and provide general administrative assistance as required.

Your Profile

Required Skills & Experience

• Proven experience in administrative support, contract administration, operational coordination, or service management.
• Good understanding of mission and travel administration processes.
• Experience supporting contractor populations, external consultants, or service providers.
• Strong proficiency in Microsoft 365 tools, including Outlook, Excel, Word, Teams, and SharePoint.
• Excellent document management, reporting, and record-keeping skills.
• Ability to work effectively in an international and multicultural environment.
• Excellent organizational and planning skills.
• Strong attention to detail and commitment to accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Strong communication and stakeholder management skills.
• Proactive, service-oriented, and solution-driven mindset.
• Strong team spirit and collaborative approach.
• Ability to handle confidential and sensitive information with discretion.
• Excellent command of English, both written and spoken.

Nice to Have

The following qualifications and experiences are considered strong assets:

• Previous experience working with or supporting European Institutions.
• Knowledge of ITIL principles and IT Service Management practices.
• Experience working in an IT service management environment.
• Familiarity with administrative, contractual, or procurement procedures within European Institutions.
• Knowledge of French and/or any other European language.

Location

Brussels, Belgium
Supporting European Institutions in an on-site or hybrid working environment.