Administration Officer

  • Operations

Administration Officer

Job description

Do you want to join us on our mission to shape democracies for the digital age? Are you looking for an international and fast-paced, yet collaborative and inclusive environment to thrive in?

You have come to the right place.

CitizenLab, a global social impact scale-up with its European HQ in Brussels and presence in the US, works to make public decision-making more participatory, inclusive, and responsive. The SaaS platform is already being used by 300+ local governments and organizations in over 18 countries, facilitating two-way communication between governments and their residents. Since it was founded in 2015, CitizenLab has given 750,000+ community members a direct voice in local politics, has earned recognition as the 'Best Social Impact Startup in Europe', and was featured in outlets such as The New York Times and Forbes.

CitizenLab is looking for purpose-driven talent to join us on our mission to enable millions of people in cities across the globe to shape the future of their communities.

Administration Officer at CitizenLab

We are looking for an Administration Officer. A reliable multi-tasker who will support crucial tasks in finance and administration in our Operations Team — In this role, you will work closely together with our Head of People Operations, and your main responsibilities will include the following:


  • Be our first point of contact for the organization, by handling incoming mail, managing the general mailbox and taking the phone (Aircall).

  • Perform monthly payroll actions, including holidays, commission and correction input.

  • Support in drafting and filing of contracts (employee, freelance).

  • Performing purchases for our office (remote and physical office).

  • Organizing company documents.

  • Act as the point of contact for all employees, providing administrative support and managing their finance and purchase queries.


  • Taking ownership of client invoicing and expenses payments.

  • Organize tickets and invoices, in liaison with our US and EU accountant, to enable reliable financial reporting.

  • Monitor our expenses and handle third-party contracts and subscriptions.

  • Support in grant applications (filing, submitting, reporting).

Operations Coordination

  • Support in the management of our general online tools including access rights.

  • Support with company events coordination (online and face-to-face).

  • Support in our hardware management and keeping our inventory up to date.


What do we expect from you?

  • You have some experience in an (hybrid) office management role or are eager to learn.

  • You are a problem-solver and are able to organise your time effectively.

  • You have a good eye for detail yet have the ability to keep the bigger picture in sight. You spot errors in google sheets and databases.

  • You have great interpersonal communication skills and know how to communicate with a wide range of stakeholders (our clients, our financial advisors, business teams at CitizenLab).

  • You are used to working in a fast paced environment and like to work in a supporting role within the organization.

  • You are fluent in English and Dutch (written and spoken). French or German are a plus.

  • You are based in Belgium and can come to the Brussels office 2 days a week.

  • You are seeking a full-time position (4 days a week is possible).

An eagerness to learn, talent, and enthusiasm are more important than ticking all the boxes. If you don’t meet all of the listed requirements but are motivated and excited about the role, we want to hear from you!

What can you expect from us?

  • Unlock your full potential and create social impact at scale through our open-source product. Day-to-day, we work with local government leaders across the world to help them connect with their communities.

  • Become a key factor in our rapid growth as scaleup (75 employees), and contribute to our international expansion.

  • Work in a fast-paced, collaborative, and supportive environment. We share a participatory culture of autonomy and ownership by everyone, not only by leadership.

  • Be part of our dynamic, international team. We are as serious about our work in digital democracy as we are about having fun on our journey together.

  • Enjoy an informal work vibe with open communication and full transparency on results.

  • Participate in our various in-person and remote team events, inspiring team lunches, our company book club, bi-quarterly strategic town halls, and yearly global team retreats.

  • Spend 10% of your time on personal projects and self-development for the long run. We’re committed to both collective and individual growth.

  • Receive a competitive remuneration package (incl. management bonus) and stock options. Our benefits include 26 days PTO, a professional development budget, a collective bonus plan, your own laptop, full flexibility on working from home, and much more.

CitizenLab is committed to being a diverse and inclusive workplace. Whilst we are proud of our cultural diversity and gender parity, we are aware of the limited racial diversity in our team and are committed to making a change on this. We strongly encourage people of different backgrounds, experiences, and perspectives to apply.