Office Coordinator Student

Who We Are:

At VML, we are a beacon of innovation and growth in an ever-evolving world. Our heritage is built upon a century of combined expertise, where creativity meets technology, and diverse perspectives ignite inspiration. With the merger of VMLY&R and Wunderman Thompson, we have forged a new path as a growth partner that is part creative agency, part consultancy, and part technology powerhouse.

Our global family now encompasses over 30,000 employees across 150+ offices in 64 markets, each contributing to a culture that values connection, belonging, and the power of differences. Our expertise spans the entire customer journey, offering deep insights in communications, commerce, consultancy, CRM, CX, data, production, and technology. We deliver end-to-end solutions that result in revolutionary work.

Who we’re looking for:

You have a knack for office organization and administration. You go the extra mile to assist the HR-Operations Team and to keep the office shipshape. You are unfazed by a challenging mix of hands-on jobs and administrative tasks and can think on your feet. If this description matches you, you might very well be the person we are looking for to help run our office organization and administration.

The HR-Operations Team is responsible for managing the VML household. Our team works in various domains: People, Resource Planning (managing the agenda of our creative & production colleagues), Fleet, the Office/Facility/Reception and translates our business in a practical way of working and clear organizational structure.

As an Office Coordinator, you work in the ‘Office Domain’.

What you’ll be doing:

You manage a variety of office administration, arranging travel and specific office related projects.

• You work closely with all other members of the HR-Operations Team and offer administrative and operational support, in particular to the Operations Director.
• You know how to manage internal and external workshops/events: budget, organization, implementation and after care
• You’re in charge of all subscriptions for internal/external events, trainings and seminars and you help in purchasing small office related purchases
• You’re in charge of all business related travel, as well as for our management team as for all your direct colleagues: flights, trains, hotels and all related necessary administration. You see travel as a service, not as a single booking of a ticket
• You can help in a variety of office related projects: prevention at work, updating our intranet, internal renovation/move projects, move to a brand new location, …
• You are an active member of our “Welcoming Committee” aka our Front Desk: making our guests and visitors feel welcome, answering calls and providing correct information, helping in the organization of lunches, meetings, workshops and keeping the meeting rooms fully operational and well organized.
• You report to the Operations Director

What you’ll need:

• You’re rock solid in administration, and you have an eye for detail
• You are surefooted in hospitality or another customer-related function
• You do things instead of talk about doing things. You love to be part of and to manage a big ‘household’ and you always spot the missing link. With you on board we don’t have to worry about office clutter any more
• You know how to take care of business: you take proactive steps to complete your tasks
• You keep an overview of everything, even when things get hectic
• You feel comfortable in keeping your focus in an always changing environment.
• You are someone who places great importance to discretion and confidentiality
• You are fluent in Dutch and English, with good knowledge of French (written and spoken)
• You have MS Office in your fingertips
• You have at least 2 years of experience in office and/or facility management and a bachelor’s degree (or higher) in office, tourism, event or communication studies
• You have a driver’s license

What we offer

• A competitive salary with fringe benefits
• VML works for different customers, some brands live around the corner, others are European players
• You will be immersed in our team of experienced advertising grandmasters and young prodigies
• We are easily accessible from all directions by car, public transport, bicycle, etc.
• We are located in Antwerp and Brussels. You will mainly work in Antwerp but could be visiting our offices in Brussels once in a while
• We are part of the WPP Network, which offers opportunities for your further training and career
• VML is a cheerful mix. We do not care about religion, skin color, nationality, … as long as you know your profession

At VML, we are committed to fostering an all-inclusive work environment that is both rewarding and career-forward. Our Inclusion, Equity & Belonging initiatives, alongside the VML Foundation, reflect our dedication to giving back and making a positive impact in our communities and beyond. Our people are the heartbeat of our organization-creators, doers, innovators, makers, and thinkers-who drive not just marketing, but meaningful experiences that resonate in every action and interaction.

VML is a WPP Agency. For more information, please visit our website, and follow VML on our social channels via Instagram, LinkedIn, and X.

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