Coordinator Government Relations - Maternity Leave Cover

Smiths Group Plc

Coordinator Government Relations - Maternity Leave Cover

(Admin Support Role)

Smiths Group Plc

Brussels, Belgium

Duration of the contact: 1st of May 2024 - End of November 2024.

Job Description

As Coordinator, you will provide organizational and management support within the Government Relations (GR) EMEA team as well as between the GR team and other departments within Smiths. You will act as a liaison between different teams to ensure the streamlining of projects and strategies within Smiths to maximize opportunities across all Smiths Group’s Divisions.

You will combine motivation, exceptional organizational and communication skills and maintain strict confidentiality and discretion.

Duties and Responsibilities

Office Management

  • Scheduling and organizing meetings, including team meetings, cross-regional and functional meetings, leadership team meetings and meetings with external stakeholders;
  • Organizing and implementing administrative systems and procedures performing necessary support duties, such as the invoicing process, maintaining contracts with external vendors and ensuring a good relationship with relevant supporting teams at Smiths, such as Finance. This also encompasses proposing (innovative) solutions for services or (internal) processes when they are not satisfactorily delivered;
  • Managing operations of the GR office and ensure its overall smooth functioning, including inventory of office supplies, maintenance of (IT) equipment, and any office works where necessary;
  • Manage visits to the office by senior managers, colleagues from different departments, maintenance companies and vendors;
  • Serving as the principal liaison on information both on Smiths Group’s policies as well as internal GR Brussels office guidelines and regulations and ensure that these are respected by the team;
  • Providing on- and offboarding support to newcomers and leavers;
  • Planning team (building) events under the supervision of the GR EMEA VP;
  • Performing any other duties as required.

Management Assistant

  • Managing the agenda of the Government Relations VP and handling e-mails, phone calls and other correspondence where appropriate;
  • Organizing travel in an efficient and proactive manner, including itinerary management, bookings, etc., with flexibility and adaptation in mind as changes may be required;
  • Managing all expense-related tasks, ensuring timely submission of expense reports and payment;
  • Handling of administrative requests and queries from senior managers of other departments where needed;
  • Ensuring and maintaining a good relationship with other management/executive assistants.

Global Government Relations Team Coordination

  • Acting as a liaison between the GR VP and the rest of the team;
  • Managing projects and providing support in streamlining the team’s projects and work, aligning it with the Government Relations Operating Model;
  • Staying up to date on projects and tasks that the team is managing;
  • Actively seeking global knowledge of Smiths, its Strategy, products, and practices;
  • Drafting, editing and preparing correspondence, reports and other (external) material using word processing, spreadsheets and/or databases advancing Smiths Group policy objectives for relevant internal and external stakeholders;
  • Ensuring a regular and close collaboration between the GR EMEA office and other regional GR offices;
  • Collaborating with cross-functional teams, including Sales, Legal, and Marketing;
  • Ensuring maintenance and further expansion of the GR team’s network to external governmental and stakeholder contacts.

Qualifications and Required Skills

  • Bachelor’s degree in Economics, Business, Legal or Office and/or Executive Management preferred, or an equivalent of education plus relevant experience;
  • Proven experience in project and/or event management;
  • Knowledge of and working experience within the EU legislative and policy landscape are welcome;
  • A diplomat with strong organizational skills, capable of managing multiple projects and priorities simultaneously;
  • Ability to handle complex and confidential information with discretion;
  • Excellent English communication skills, written and oral;
  • Advanced communication skills in French and/or Dutch
  • Strong interpersonal skills, with the ability to build relationships with a wide range of both internal and external stakeholders;
  • Dedication to providing work of excellent quality and a strong attention to detail;
  • Ability to function in a high-pressure environment and managing tight deadlines;
  • Proficient in PowerPoint, Excel, Word and able to adapt to new systems quickly;
  • A good team player;
  • Willingness to travel.

Please submit your CV and a cover letter outlining your relevant experience, qualifications, and interest in the role via the Apply button below.

Please note that applications will be reviewed on a rolling basis; candidates are therefore encouraged to apply as early as possible. Only shortlisted candidates will be contacted for interviews.

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