The Parents Association of the European School of Laeken (APEEE BRU4) is looking for an ADMINISTRATIVE ASSISTANT for the Canteen Service.
Purpose of the role
The Canteen Administrative Assistant supports the daily administrative, organizational and communication tasks of the APEEE BRU IV canteen. The role ensures that meal registrations, account management, communication with families and staff, and logistical aspects of the canteen run seamlessly.
We are looking for a highly motivated colleague with a strong team spirit, service-oriented mindset and an inter-cultural and multistakeholder competence. The ideal candidate enjoys supporting others, works proactively, and is self-motivated, contributing positively to a collaborative and dynamic environment.
He/she will be part of the Canteen Service, one of the main APEEE Services that includes daily hot meals prepared in-house for students from nursery through secondary, plus additional cafeterias and a “Snack-Shack.”
The Administrative Assistant will work under the supervision and the responsibility of the Canteen Manager, who will convey the needs and strategic guidelines together with the APEEE Direction and Board. He/she will also work closely with kitchen staff, cafeteria / Snack-Shack staff, school administration, parents, students and APEEE services.
More information about our Association and a more detailed description of the post can be found below.
What we offer:
Full-time fixed-term contract for 1 year with the possibility of extending a contract to a permanent contract.
A competitive salary in a friendly, welcoming workplace.
Extra-legal benefits: a partial contribution to public transport costs; meals; group insurance, ecocheque, paid vacation time, end-of-year bonus (13th month) and holiday pay-out.
Are you up for the challenge?
Please send your CV and motivation letter by email to Mrs. Beatriz Soler at recruitment@bru4.eu no later than 30 January 2026, 23:59 CET, with the reference “Canteen Administrative Assistant”.
Who we are
The aims of the Parents Association of the European School of Laeken (APEEE BRU4)are as follows: a) to represent the educational and family interests of parents in dealings with the School and with the competent local, regional, national and European authorities; b) to take and promote any initiative to enable the widest possible participation by parents in the life of the School in all its forms and in decisions relating thereto; c) organising and managing school transport, school meals, extra-curricular activities and any other services for children and parents as required; d) informing the school authorities of parents’ wishes and suggestions regarding school organisation; e) to inform parents of decisions or discussions concerning the school coming from the competent local, regional, national and European authorities; f) to provide guidance and support to parents, on request, in relation to school and pedagogical services, including, where appropriate, legal and administrative procedures; g) to promote links and, where appropriate, establish direct collaboration with the Parents’ Associations of other European Schools, in particular those based in the Brussels-Capital Region.
Job description
Key Responsibilities
- Administrative & Account Management
- Manage enrolments, cancellations, and last-minute changes for students using the canteen.
- Register new users (students, staff, occasional visitors) into the badge / account system (via the myNetpay app).
- Handle creation of accounts, activation of badges.
- Maintain and update student / user meal records and account balances.
- Process cafeteria / Snack-Shack payments via the badge system; assist with top-ups and payment issues (via the app or on-site terminal).
- Communication & Customer Service
- Act as a point of contact for parents, students, and school staff with questions or requests regarding the canteen — via email, phone, or in-person.
- Provide information and guidance about registration procedures, ticket purchases, badge activation, and payment top-ups.
- Coordinate with the canteen manager and cafeteria staff about meal numbers, special diets, special requests or allergies (as applicable).
- Operational & Logistical Support
- Assist with refectories, cafeterias, and the “Snack-Shack,” including pre-order management via the app.
- Support with documentation: preparing reports (attendance, usage statistics), updating menus or communications, maintaining records, facilitating management oversight, etc.
- Compliance & Data Management
- Ensure adherence to APEEE’s internal rules and procedures for canteen access, badge/account use, privacy of personal data, and safety standards.
- Maintain confidentiality and data protection when handling student information, account data, and related administrative records.
Skills & Qualifications
- Essential:
- University degree or equivalent professional training in administration
- At least 3 years’ professional experience
- Multilingual ability (French, English), useful in a multicultural school environment like EEB IV / APEEE.
- Good communication skills (written and spoken), to liaise with parents, students, kitchen/canteen staff, school administration.
- Strong organisational and multitasking skills; ability to manage administrative workflows related to registrations, accounts, communications, and follow-up.
- Basic IT literacy: comfortable with databases/spreadsheets, web interfaces (for the app), email, account management.
- Proficiency in Microsoft Office (Excel, Word, Outlook) for administrative and reporting tasks.
- Service-oriented attitude, friendly and patient, especially when dealing with children, parents, and multicultural community.
- Desirable / Advantageous:
- Previous experience in school administration, catering/food-service administration, hospitality or customer service.
- Familiarity with payment / pre-order systems, digital badge/account systems, or similar administrative tools.
- Knowledge of food-service logistics, hygiene/safety standards, or school canteen operations.
- Ability to work with communication tools such as Campaign Monitor to send updates, newsletters, or announcements.
- Experience with WordPress (to update simple website content or canteen-related information).
- Basic familiarity with Microsoft Access or other database tools for managing user/account information (training can be provided).
Soft skills:
- Excellent organisational, detail-oriented, planning, analytical, and comprehension skills.
- Proactive and able to work independently and on own initiative as well as in a team.
- Comfortable in a multicultural and volunteer-based environment.
- Ability to work under pressure, reactive and resistant to stress.
- Curious and regularly updates knowledge.
- Versatile, available, flexible and adaptive — able to respond to last-minute changes or special requests
- Respectful and discreet. Practice the principle of prudence.
Working environment:
- Numerous internal and external contacts.
- Multicultural school environment, requiring sensitivity and different levels of complexity in communication, adapted to the audience (children aged 3 to 18 and parents).