Finance and Administration Executive

  • Operations
  • Remote job

Finance and Administration Executive

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 400+ local governments and organizations in over 20 countries, facilitating two-way communication between governments and their residents. Since it was founded in 2015, CitizenLab has given 1,000,000+ 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.

Finance and Administration Executive at CitizenLab

As our Finance and Administration Executive, you can demonstrate sound knowledge of financial administration processes and have an incredible eye for detail. You’ll be working with our Head of Finance and our Head of Operations on improving our financial and administrative processes and consolidating accounts globally (EU, US, Global). You look forward to growing with the organization, implementing and adapting to new financial processes as we grow.

Your main responsibilities will include:

  • Taking ownership of client invoicing and expenses payment, with our US and EU accountant, to enable a healthy cash flow.

  • Supervising the tax & accounting function with our external partners, to enable reliable financial reporting and with the aim of eventually internalizing accounting.

  • Identifying, applying for, following up, and reporting on grant and subsidy applications.

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

  • Implementing budget optimization techniques with our Head of Finance.

  • Ensuring compliance with our administrative and tax obligations (Belgium, US, core markets).

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

  • Processing global payroll, ensuring our obligations are met timely.

  • Increasing staff's productivity by organizing company documents, managing our IT and hardware, purchasing office supplies, opening mail and managing our general mailbox.


What do we expect from you?

  • You have had your first work experience in a financial, accounting and/or administrative role. Experience working with the US is a plus.
  • You have experience working with accounting tools (e.g. Quickbooks, Yuki).

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

  • You have an itch for numbers and analysis. 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 (written and spoken), Dutch or French are a plus.

  • You are based in Belgium and can work from our Brussels office at least 1x/week.

  • You are available immediately (full-time).

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. 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 (50 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 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. Our benefits include 20 days off + 6 days ADV, a professional development budget, a collective bonus plan, your own laptop, full flexibility on working from home or from our Brussels office, 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.