Company: VO Europe 

Type of contract: Fixed term contract 

Working hours: 38h/week  

Office: Rue Haute, 139 – 1000 Brussels 

Remote work: maximum 3 days per week 

Starting date: June 

Ending date: February 2027 

Application deadline: 24th of April 2026 

 

Want to be part of a leading agency in Brussels, where creativity, innovation, and commitment shape everything we do? Discover the job description below and see how you can make an impact with us! 

 

🙋 About VO Europe 

✅ VO Europe is a leading agency specialising in event organisation and strategic communication, firmly committed to European values through its “Europe at Heart” initiative. As Europe faces unprecedented challenges, VO Europe enhances its collaborative, strategic, and creative approach to foster meaningful connections between citizens and institutions.  

 

🤓 About the job: mission & key responsibilities 

We are looking for a proactive and detail-oriented professional to join our Efficiency Team on a fixed-term basis, covering a maternity leave. This is a varied, hands-on role at the heart of our operations, combining project resource management, financial coordination, and administrative support. 

Working closely with project managers, team leaders, and freelance consultants, you will play a key role in ensuring that our resource allocation, budgetary tracking, and invoicing processes run smoothly and accurately on a day-to-day basis. If you enjoy multitasking, thrive in a structured yet dynamic environment, and are comfortable wearing several hats, this role is for you.
 

Responsibilities

1/ Resource Allocation & Planning 

• Maintain and update the team allocation dashboard and perform monthly cross-checks with actual time recorded in Team Leader Orbit (our ERP for budget and project management) 
• Lead the weekly resource review meeting 
• Under the supervision of the Head of Production, identify, contact, and confirm suitable profiles for short- and medium-term missions based on availability and project requirements 
• Oversee quarterly leave and absence schedules for both employees and freelancers. 
• Participate in onboarding presentations for new team members 
• Financial Coordination 
• Monitor project budgets in Team Leader Orbit and follow up with project managers to smooth budget follow-up  
• Prepare proforma invoices  
• Contribute to the year-end financial closing process 
• Support teams in tracking their costs and purchase orders on Team Leader Orbit 
• Manage licence tracking for platforms in use 

 2/ Administrative Support 

• On a monthly basis: manage the end-to-end freelance billing cycle in Team Leader Orbit 
• Follow-up of documents signature via DocuSign and E-signature, if needed 
• Manage invitations and logistics for recurring meetings and coordinate catering orders for in-person sessions 
• Support the coordination of team training sessions. 
• Other admin tasks related to Efficiency  

 

🤠 About the profile: qualification and skills – Do you fit the role? 

Technical Skills 

• Proficiency in Excel or equivalent spreadsheet tools (pivot tables, formulas, data reconciliation) is a strong asset.  
• Familiarity with ERP tools (experience with Team Leader Orbit is a plus). 

Professional Competences 

• Strong organisational skills and multitasking skills, with attention to details 
• Analytical mindset: able to identify inconsistencies and propose solutions. 
• Clear written and verbal communication in English; French is an asset 
• Adaptable in a fast-paced environment with shifting priorities. 
• Proactive, reliable, and collaborative team player. 

 Experience & Background 

• Previous experience in a project support, finance coordination, or operations role is a plus, 
• Experience with European Commission contracting frameworks or similar public-sector environments is a plus but not required. 

 

🔎 About VO 

Brussels-born and based, VO is one of Belgium’s leading communication groups, known for impactful campaigns, event management, digital marketing, and graphic design.  

Our group is built upon three main pillars: an event agency – VO Event, a creative agency – The Little Voice, and a European agency – VO Europe.  

At VO, our motto is « today for tomorrow ». We believe in shaping a responsible and sustainable future where people are at the heart of change. We aim to drive societal transition through respect,dialogue, and meaningful collaborations, creating lasting value for brands and projects. 

Our values focus on quality, responsible entrepreneurship, respect for people and nature, diversity, trust, and bold creativity to inspire innovation. 

 

🫶 At VO, we care 

As active members of society, we have a responsibility to contribute to the achievement of the United Nations Sustainable Development Goals. Guided by our environmental policy, we ensure it serves as the solid foundation shaping our actions and behaviours every step of the way. 

We care about the environment. Our sustainability strategy to drastically improve the impact of our activities goes back to 2015. This mission of creating a better tomorrow made VO Group the first agency to receive the EMAS Certification in Europe in 2022. Our Environmental policy outlines our commitments, confirming our desire to conduct our activities in line with sustainable development. 

We care about inclusion and diversity. We are committed to creating an environment where everyone feels included and able to thrive, regardless of their background, gender, sexual orientation, abilities, or any other personal characteristics. Our DEI policy outlines our principles and commitments, confirming our desire to create a future where everyone finds their place and fully contributes to our purpose. 

We were recognised with the Positive Impact Award at the Agency of the Year awards in 2022, 2023, and 2024. We prioritise event sustainability and positive impact in all our endeavours. 

GDPR 

VO Europe ensures that the personal data of all candidates is processed in accordance with the European General Data Protection Regulation (Regulation (EU) 2016/679). We will process your data only for the purposes of recruitment and will keep it only for a defined period of time while maintaining high-security measures.  

 

🕺 At VO, you will enjoy: 

• Joining a dynamic team 
• Joining an EMAS and ISO14001 certified company with the responsibility to apply sustainability on a daily basis and to integrate meaning in all your tasks. 
• Working in a beautiful office with a rooftop view of the city centre in the heart of the famous Marolles neighbourhood! 
• Full accessibility by all means of transportation (SNCB, STIB, bike, by foot…).  

 

✨ Interested? Ready to act today for tomorrow? 

If you want to apply for the job, we invite you to send us your application (a Resume or Europass CV and a little comment about yourself) via our website. 

Please ensure that you send your CV in Europass format. Only applications following this process will be considered. 

We look forward to hearing from you soon and meeting our future new colleague! 😊