Operations & Executive Support Assistant - GS1 Global Office

Operations & Executive Support Assistant - GS1 Global Office Join GS1 as an Operations & Executive Support Assistant Manager! Drive office excellence, support senior leaders, and help shape a vibrant global workplace. GS1 is seeking a proactive, organised, and internationally minded Operations & Executive Support Assistant Manager to support the day-to-day operations of the Brussels Global Office while providing administrative, operational, and coordination support to the VP of People & Culture and selected members of the Leadership Team. This is an entry-level opportunity designed for an early-career professional looking to develop broad experience across office operations, executive support, employee engagement, and organisational coordination within a dynamic, fast-paced, and multicultural environment. The responsibilities of the role include supporting office operations, employee engagement activities, meetings and events, leadership coordination, and broader People & Culture initiatives that contribute to a positive, collaborative, and well-functioning workplace aligned with GS1's culture and ways of working. The successful candidate will demonstrate professionalism, discretion, strong organisational and communication skills, a willingness to learn, and the ability to manage multiple priorities while building trusted relationships across the global GS1 federation. Responsibilities: Office Operations Oversee the day-to-day office operations of the Brussels Global Office, ensuring an efficient, well-organised, professional, and welcoming environment for employees, visitors, and stakeholders. Serves as the primary liaison between building management, vendors, service providers, and GS1 staff, ensuring effective communication, high-quality service delivery, timely issue resolution, and smooth office operations. Manages facilities and office operations, including space planning, maintenance and repairs, vendor coordination, parking, inventory, office services, purchase orders, invoice processing, correspondence, shipments, and reception responsibilities. Coordinates meetings, internal activities, onboarding logistics, room set-ups, catering, and other office support activities to ensure a seamless employee and visitor experience. Provides proactive administrative and coordination support to the VP of People & Culture and additional leaders as assigned, including scheduling, meeting coordination, travel support, follow-up activities, and preparation of materials and communications. Supports employee engagement and office culture initiatives through the coordination of collaboration days, networking opportunities, internal events, and other activities that strengthen connection across the Global Office and wider GS1 federation. Manages an annual employee engagement and office experience budget, including planning and coordination of office initiatives such as employee appreciation activities, office refreshments and amenities, team lunches, and seasonal events. Executive Support Provides proactive administrative and operational support to the VP of People & Culture and additional leaders as assigned, helping manage priorities, scheduling, communications, travel coordination, and follow-up actions across a global and multicultural environment. Coordinates complex calendars, meetings, off-sites, workshops, travel arrangements, and leadership activities across multiple time zones and international stakeholders, ensuring seamless planning and execution. Prepares and coordinates presentations, agendas, meeting materials, internal communications, and supporting documentation for leadership meetings, strategic initiatives, and federation activities. Supports broader people and culture initiatives through effective coordination, organisation, and partnership with leaders and teams across the GS1 federation. Handles sensitive and confidential information with a high level of discretion, professionalism, judgement, and attention to detail. Provides general administrative support including document preparation, expense coordination, invoice processing, and maintenance of organised records and materials. Education/Experience: Bachelor’s degree or equivalent professional experience preferred. Demonstrated experience in office management, administrative support, or a similar role, ideally within an international and multicultural environment. Prior experience supporting senior executives or leadership teams within an international or matrixed organisation strongly preferred. Experience supporting day-to-day office operations, including coordination of meetings, internal activities, and events; ability to contribute to communications and engagement initiatives is preferred. Strong service orientation with a collaborative mindset, reflecting GS1’s commitment to working across the federation; excellent communication skills, attention to detail, and ability to manage multiple priorities effectively. Proactive and solutions-focused, with the ability to anticipate needs, take ownership, and operate with a high level of autonomy while remaining aligned with broader team and organisational priorities. Demonstrates a growth mindset, flexibility, and a willingness to contribute beyond core responsibilities to support team and organisational success. Skills required: Brings energy, professionalism, ownership, and a strong sense of purpose to their work, demonstrating integrity, accountability, discretion, and sound judgment when supporting senior leaders and handling confidential matters. Highly organised and proactive, with strong analytical, communication, and presentation preparation skills; able to manage multiple priorities, anticipate needs, solve problems effectively, and deliver high-quality outcomes in a fast-paced environment. Builds trusted relationships across regions, functions, cultures, and levels of the organisation, collaborating effectively within a complex global and matrixed environment to drive alignment and progress. Demonstrates strong cultural awareness, political sensitivity, adaptability, and resilience, navigating ambiguity and change with confidence and professionalism. Applies a growth mindset and continuous improvement approach, contributing ideas and solutions that enhance collaboration, communication, and ways of working across the organisation. Additional Information: This job may require up to 10% global travel. This is a hybrid role; in office Monday – Thursday and work remotely on Fridays. GS1 is an Equal Opportunity Employer . We will never unlawfully discriminate on the grounds of race, religion, belief, ethnic origin, colour, nationality, gender, gender reassignment, sexual orientation, age, disability, marriage and civil partnership, pregnancy, maternity, or political opinions. Locations Belgium Remote status Hybrid Employment type Full-time Employment level Administrative About Adaequatio Services As a registered Executive Search & Selection agency, we prioritize ethics and trust, offering exclusive services to our clients.