Business development & administrative assistant

Company : Technopolis Group

Job Type : Full Time

Woluwe-Saint-Pierre, Belgium

Number of Applicants

000+

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Job Description - Business development & administrative assistant

Introduction

Arctik is a Brussels-based communication agency that puts sustainability first. We provide a broad range of communication services to European and Belgian clients who focus on environmental and climate issues, circular economy, and sustainable development.
We are part of the leading science and innovation consultancy Technopolis Group.

About this job

Location: Brussels (hybrid work model combining office presence and homeworking)
Type of contract: full-time permanent contract
Starting date: ASAP
Benefits include: meal vouchers, eco-cheques, hospitalisation and travel insurances, and a pension scheme
Our team: positive, and open-minded international, flexible working environment within a team of like-minded professionals in Brussels
Salary: Entry-level, junior position

Your profile

We are looking for a Business Development & Administrative Assistant who is organised, proactive, and keen to support both business development activities and financial administration.
You are comfortable handling multiple tasks, supporting proposal development, and ensuring smooth administrative and financial processes. You combine attention to detail with a solution-oriented mindset and are able to work efficiently in a dynamic, client-focused environment.
You have strong online research skills and know how to find, verify, and structure information quickly. You are also comfortable with basic data analysis and can work confidently with figures, spreadsheets, and reporting tools. You are not shy about picking up the phone when needed, whether to follow up with partners, clarify information, or move a process forward.
You communicate clearly, anticipate needs, and contribute to maintaining high standards across all tasks and deliverables.

Your responsibilities

Business development

Support the preparation of proposals and tenders, including administrative coordination and content structuring
Ensure timely submission of proposals, verifying compliance with all requirements and guidelines.
Provide general administrative, technical, and organisational support across projects
Support the implementation and continuous improvement of internal processes and workflows
Draft, edit, and format documents to a high standard
Monitor ongoing tasks and follow up on pending items to ensure deadlines are met
Manage and update databases, tracking tools, and document management systems

Contracts & finance administration

Support the preparation and follow-up of contracts and related documentation
Support budget tracking, expense monitoring, and financial documentation
Maintain well-organised project and contract records (Teams, SharePoint, or similar tools).
Assist the Finance Manager in collecting invoices and other supporting financial documents from partners and suppliers.
Provide support with accounting and administrative tasks, including the preparation of purchase orders.
Ensure effective communication between the Finance Department and the external accountant.
Prepare payments in the online banking system.

Qualifications & skills required

Experience

At least one previous experience of professional work experience in a related field and in a comparable position/with a similar scope of work
Experience in communication, EU projects, or sustainability-related fields is an asset

Communication skills

Excellent written and verbal communication in English, additional EU language(s) is a plus
Strong organisational and coordination abilities
Ability to structure information clearly and concisely

Project and organisational skills

Strong organisational skills and attention to detail
Ability to manage multiple tasks and meet deadlines
Proactive approach and problem-solving mindset

Technical skills

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
Familiarity with collaborative tools such as Teams or SharePoint
Happy to explore what AI can bring, respecting data protection protocol

Other requirements

Knowledge of EU funding programmes or public sector processes is a plus
Interest in sustainability and environmental topics

Interested? Apply directly

Applicants should have the EU citizenship or a valid work permit to apply.

About us

At Technopolis Group, we began our journey as pioneers in the evaluation of science, technology and innovation policies. While evaluation remains a cornerstone of our identity, we’ve evolved into a trusted partner for evidence-based decision-making across a wide spectrum of policy areas.

Today, our multidisciplinary experts offer strategic advice, forward-looking foresight, and robust project and network management, even in the most complex contexts. We combine cutting-edge data analytics with a deep understanding of policy to deliver insights that are both rigorous and actionable. From assessing policy effectiveness to measuring impact and communicating results to diverse audiences, we ensure clarity, relevance and reach.

We don’t believe in one-size-fits-all solutions. Instead, we collaborate closely with our clients to design tailored approaches that truly meet their needs.

Our work spans the globe and the governance spectrum, partnering with international institutions such as the European Commission and multilateral development banks, as well as with national, regional and local authorities. We also support universities, research centres, business networks, clusters, and incubators, helping them navigate complexity and drive impact.

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