Administrative Coordinator

Are you service-minded, well-organised, and accountable? Do you thrive in a positive atmosphere, working on a broad range of tasks?

We are looking for a full-time Administrative Coordinator, a maternity cover from November 2023 at least until end April 2024. The position is with our office management and finance team handling practical and administrative tasks at our office located in the Ixelles municipality of Brussels.

As an Administrative Coordinator, you will ensure the smooth day-to-day functionality and appearance of the office and support the 10+ colleagues. In collaboration with the office management and finance teams in our other offices in Copenhagen, Stockholm and Helsinki, and the partner in charge of the Brussels office you will play an important role in supporting the business and the colleagues and creating a good employee workplace experience.

Who are we?

Copenhagen Economics (CE) is an international economics consultancy comprised of a diverse mix of highly skilled economists working together to deliver hard facts as clear stories. Today, more than 100 talented individuals work at CE. Our core business comprises more than 80 consultants from students to experienced specialists, located in four offices in Brussels, Copenhagen, Helsinki, and Stockholm supporting clients globally. The 20-member Business Support Team (BST), of which you will be a part, works with Human Resources, Communications, Finance and Office Management. Tasked with delivering a high quality of strategic support across the company, the BST is spread across our four locations and collaborates actively to maximise our resources and find more streamlined ways of working.

What do we offer?

As our Administrative Coordinator, you will be exposed to a broad scope of office management, personal assistant and accounting topics and tasks, ranging from ensuring the common office breakfast, booking journeys for colleagues, assist auditors, registering employees with the Office National de Sécurité Sociale (ONSS) to planning events for clients. You will collaborate closely with the rest of the Office Management and Finance teams to ensure we deliver high quality in everything we do.

Being part of CE means being part of a dynamic and international team. We pride ourselves on providing a professional working environment with an atmosphere of cooperation and good humour. We have an informal tone and put great emphasis on having a challenging and rewarding working day. You will report to our Head of Office Management, located in the Copenhagen office. In collaboration with the teams in Copenhagen, Stockholm, and Finland, you will play an important role in supporting the business and the colleagues and creating a good employee workplace experience.

Job purpose

The purpose of the job is to ensure the operation of the Brussels office, ensure seamless operation and collaboration with the finance team regarding accounting, supplier invoices and liaising with relevant suppliers. You must also provide calendar support to the partner in charge of the office and general administrative support to colleagues, practice a positive culture in the team and throughout the organisation, and promote a good employee workplace experience.

Your tasks will include the following key responsibilities:

Brussels office management and personal assistant tasks

  • Always ensure a tidy and welcoming atmosphere on the premises for guests and employees.
  • Welcome and help all visitors to the office, order taxis, handle parcels (receive, pick up and send), and prepare beverages and other items for external meetings.
  • Liaise with external vendors regarding day-to-day office operations and devices.
  • Manage travel planning, bookings, and expenses.
  • Plan and execute internal and external events.
  • Provide calendar management support to the partner in charge of the Brussels office.
  • Participate in work regarding HSE, SBA and work environment assessments.
  • Ensure registrations and the Annual Report for Internal Service for Prevention and Protection at Work.

Brussels administrative tasks

  • Admin support to the accounting team liaising with suppliers, bank, auditors and Belgian authorities and ad hoc support.
  • ONSS declaration and monitoring.

 Your experience and competencies

You are approachable and service-minded and can take the initiative to make the best possible office environment for your colleagues. You are proactive and enjoy working independently under limited supervision.

We expect you to have:

  • Excellent English and French language skills, written and spoken.
  • Some knowledge of work or collaboration within office management functions.
  • Experience in accounting and liaising with Belgium authorities.
  • Some insight into calendar management for a high-level manager.
  • Good communication skills and a understanding of organisations.
  • A service and solution-oriented mindset, with an eye for detail, and strong execution skills.

 How to apply

Please send your application, including your CV, cover letter, academic transcripts, and other relevant material no later than September 17th, 2023. In your motivational letter, please elaborate on why you would like to work with us and why you believe you would make a good fit for the role and our teams. We respond to all applicants and successful candidates will be called for interviews on an ongoing basis. If you have questions, you are welcome to contact Head of Office Management Julie Rønne at 

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Send us an unsolicited application

If we have no vacancies matching your interests, you are welcome to send us an unsolicited application. Please include your CV, a motivated letter, academic transcripts as well as any other information you deem relevant. We will not reply on your unsolicited application until if and when it becomes relevant for one of our vacancies.


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