Global Ambassador Office Manager

Role Overview

• Proactively manage the GCoM Global Ambassador’s calendar, including scheduling meetings, setting agendas, and ensuring follow-up actions are executed.
• Act as the first point of contact for the GCoM Global Ambassador’s emails, messages, and meetings, prioritising urgent matters and responding on the Ambassador’s behalf when appropriate.
• Manage all travel arrangements for the Global Ambassador, including complex bookings and detailed itineraries.
• Work with the Head of GCoM Global Ambassador Liaison to prepare comprehensive briefings for the GCoM Global Ambassador, including collating all briefing materials, trip agendas, talking points, and logistical arrangements.
• Process travel expenses and receipts for the Global Ambassador, ensuring records are accurate, complete, and compliant with C40/GCoM standards.
• Organise and maintain all internal documentation securely, including tracking follow-ups, spreadsheets, and records, while ensuring sensitive information is handled with the utmost discretion and confidentiality.
• Support the GCoM Executive Office Manager in overall Brussels Office event logistics, with oversight of A/V, participation tracking and catering liaison.
• Assist the GCoM Executive Office Manager with all office-related matters, such as managing vendor relationships, overseeing office maintenance, and ensuring a smooth day-to-day operation of the workplace.

Requirements

• Exceptional organisational skills with proven experience managing calendars for high-level stakeholders in fast-paced, international environments, including proactive planning, risk identification, and mitigation for schedules, events, and activities.
• Administrative proficiency, demonstrated through managing travel budgets, processing expenses/receipts, secure documentation, tracking spreadsheets, and supporting broader events/logistics delivery.
• Proven ability to meet tight deadlines, reprioritise tasks quickly, maintain composure under pressure, and deliver results in dynamic conditions with strong attention to detail and discretion for sensitive information.
• Event management experience, with expertise in logistics, high-profile trip coordination, VIP handling, and delivery of complex international activities across multiple time zones.
• Outstanding interpersonal and communication skills and demonstrated ability to effectively interface with senior level colleagues, both verbally and in writing.
• Ability to work as a team player and operate in a matrix environment.
• Proven ability to meet tight deadlines, reprioritise tasks quickly, maintain composure under pressure, and deliver results in dynamic conditions with strong attention to detail and discretion for sensitive information.
• Experience working in international, cross-cultural environments, including collaboration across time zones and languages.
• Flexibility and ability to adjust on the fly to new demands and a proven record to deliver.
• Masterful command of written and spoken English.
• Proficiency in French is highly desirable.
• Applicants must already have the right to work in Belgium.

Benefits

• Paid Time Off: Full-time employees receive 35 days of paid time off annually, which includes all national holidays.
• Company Shutdowns: In addition to the standard paid time off, C40 provides two non-contractual, non-statutory shutdown weeks each year (mid-year and end-of-year) for a full break.
• Parental Leave: All employees are eligible for up to 52 weeks of parenting leave. The first 16 weeks are paid at 100% of the employee's current salary. Weeks 17 through 52 are unpaid by C40, unless payment is required by national law.
• Flexible Working: C40 supports flexible working arrangements to enhance work-life balance, provided they align with business requirements.
• Time off in Lieu (TOIL): Employees can take TOIL to recover following periods of excessive hours or travel.
• Sick Leave: Entitlement to sick leave increases upon the successful completion of the employee's probation period.
• Employee Training: Training and development opportunities are available to all staff (excluding temporary staff and interns) after they have completed and passed their probation period.
• Employee Assistance Programme (EAP): Confidential services, such as counselling, are accessible for short-term support.
• Pension scheme: C40 offers a pension scheme to employees in eligible locations. Availability is determined by the country of employment.
• Private Health Insurance: This is provided in countries where publicly funded healthcare is not available.