Project Assistant

Position description

The European Federation of Journalists (EFJ) is looking for a full-time Project Assistant to join a motivated diverse team of 8 staff based in the EU quarter in Brussels.

As the largest journalists’ organisation in Europe, we represent over 70 unions and associations across 44 countries — and we’re looking for someone to help us bring people together, amplify voices, and create meaningful change through different activities.

You will report directly to the Head of Projects, but you’ll work closely with every member of our team, jumping in wherever needed to make things happen. Your role will be to act as the point of contact for our members when organising our activities, to ensure that logistics and internal communications run smoothly from the preparatory phase until the event is completed.

• Manage all logistics (travel, accommodation, catering, venue, interpretation) of EFJ meetings and events and coordinate with suppliers for these activities; this includes sourcing suppliers and venues that are fit for purpose, cost-effective, and in accordance with both internal and donor’s financial rules;

• Serve as the primary contact for event service providers;

• Manage event registrations and communicate with participants before, during and after the events on logistic and financial matters;

• Liaise with the head of finance on project financial matters such as handling expense reports and invoices following the donor’s rules;

• Liaise with the project officers to keep track of travels and conference budgets;

• Ensure the smooth rollout of events from a practical/logistical perspective;

• Collect feedback from participants to improve future events.

• Follow up with the team and other stakeholders on financial documentation and reporting;

• Assist Expert Group coordinators and General Secretary with logistical and administrative support where needed;

• Arrange travel for the team as needed and according to budgetary guidelines.

• Manage and replenish office supplies, equipment, and maintenance services as necessary;

• Manage correspondence (post, packages, courier services);

• Liaise with vendors, service providers, and building management;

Qualifications

Required

• The role requires the employee to be physically present in the EFJ office in Brussels most of the time (at least 3 times a week during in-office hours from 9am to 5pm);

• Experience in events/conference organisation or other relevant professional field;

• Fluent in English;

• Excellent computer skills (Word, Excel, PPT, Gsuite, etc.);

• Capacity of understanding of European Commission financial & communications rules;

• Strong organisational and time management skills;

• Team-oriented/people-oriented, proactive and able to be hands on and provide an active support to colleagues;

• Adaptability and problem-solving skills;

• Able to work independently, demonstrate initiative, exhibit self-motivation (“self-starter”) and dynamic.

Desirable

• 1-2 years of formal or informal experience in similar role;

• Experience of working in NGOs, particularly membership-based organisations;

• Experience of working with EU-funded projects;

• Fluent in French would be an advantage;

Additional Information

• This is a full-time position with a permanent contract;

• Remuneration will depend on experience (from 2100 EUR to 2400 EUR Gross) with additional benefits: lunch voucher, health insurance, remote work allowance, travel compensation, etc.;

• Opportunities to travel occasionally when required;

• Candidates should be available to start at the latest by March 2026 (earlier starting date is possible);

• Closing date for applications: Friday 14 November 2025. However, applications will be evaluated on an ongoing basis and interviews may be held before. Applicants are therefore encouraged to apply as soon as possible.

Application instructions

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