We are seeking a committed, detail-oriented and trustworthy Operations Assistant to support the daily management of the Circle U. Office in Brussels (including legal, financial and HR related tasks), the functioning of the governing bodies of the alliance, as well as the management of specific programmes and calls coordinated by the Circle U. Office.  

About us

Circle U. is an inclusive, interdisciplinary and research-intensive alliance of nine universities working together to provide outstanding education, research, innovation, and service to society. Our members are: Aarhus Universitet, Univerzitet u Beogradu, Humboldt-Universität zu Berlin, King’s College London, UCLouvain, Universitetet i Oslo, Université Paris Cité, Università di Pisa and Universität Wien. Since 2020, Circle U. is one of the 65 alliances selected by the European Commission to pave the way towards the universities of the future.

Together, we aim to equip students, researchers, staff, and partners from civil society, business, and the public sector with the skills and knowledge to tackle global challenges and strengthen European academic and scientific cooperation.

In April 2021, Circle U. has been formally established as international non-profit association (association internationale sans but lucratif, AISBL) under Belgian law to ensure the sustainable, strategic and long-term development of the alliance. Coordinated by the Secretary General and based in Brussels, the Circle U. Office ensures the well-functioning and efficient governance and management of the alliance. 

Responsibilities and tasks

1-Support the operations of the Circle U. Office

• Provide day-to-day oversight of finances, including processing payments and invoices, preparing accounting reports, liaising with accountant, supporting the preparation of the annual budget
• Support human resource management, including managing payroll processes, liaising with payroll service provider, supporting team members
• Ensure oversight of legal compliance, including health and safety, data protection, requirements for the legal entity 

2-Support the development of the alliance

• Support the well-functioning and efficient governance of the alliance, including supporting organisation of meetings of the Management Board and the General Assembly, drafting minutes 
• Support the organisation of events, including booking travel, accommodation and liasing with suppliers and venues
• Support the management of specific programmes and calls coordinated by the Circle U. Office, including the Circle U. seed-funding scheme

The above list of responsibilities may not be exhaustive, and the Operations Assistant will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the position. 

Skills, Knowledge and Experience

• Preferably a minimum of 2 years of relevant work experience with similar responsibilities and tasks
• At least Bachelor’s degree (or other relevant education, training or professional qualifications), preferably in business administration, office management, etc.
• Highly motivated to contribute to Circle U. vision and mission
• Proven interest in EU affairs, education and research policies
• Excellent spoken and written command of English and good knowledge of French; any other language used in the alliance will be an asset
• Excellent digital skills, including confident user of Microsoft Office 365 (Word, Excel, PowerPoint, Teams, SharePoint)
• Strong organisational skills, time management and an eye for detail
• Very good writing and communication skills, in both formal and informal settings
• Interest in working in an international, diverse and creative environment
• Flexibility and enthusiasm to work on a variety of tasks 

What do we offer

• Full-time contract of unlimited duration under Belgian law
• Attractive salary package in line with experience and skills
• Additional benefits, including extra-legal holidays, public transport, meal vouchers, phone and laptop, hospitalisation insurance, group insurance (complementary pension)
• Inspiring international work environment with an office in the centre of Brussels
• Flexible working arrangements possible, including working from home 

How to apply

Candidates who wish to apply should submit the following information to [email protected] by 24 October 2025:  

• An application letter, highlighting your motivation for the position and explaining your strengths
• A current CV 
• A copy of your degree(s) and qualification(s) 

For any questions, don’t hesitate to get in touch with us.

Circle U. aims to develop and implement an inclusive HR policy that promotes gender equality, diversity and equal opportunities. If, due to a disability, disorder or illness, you would like to benefit from measures of reasonable accommodation as part of the recruitment process, please contact us. We will treat this information confidentially.  

Timeline

• Deadline for application: 24 October 2025
• Interview date: Week of 3 November 2025
• Starting date: as soon as possible