Secretary

Functieomschrijving

Become the backbone of a collaborative team and help drive seamless operations.

Secretariat in general, including •    administrative support to General Secretary and other staff members •    liaise with the office landlord, suppliers and contractors to keep the office welcoming and in good shape •    support the events organisation, i.e. the practicalities (hotel, venue, catering, …) for the yearly “National Association Meetings, “International Harmonisation Council” and a “Summit rehearsal”

Suppliers •    Scouting if needed •    Organizing, ordering & reception of all office supplies, drinks, etc •    Contact with suppliers: e-mail correspondence, telephone requests •    Price quotations, ordering with approval of General Secretary •    Filing of contracts •    Ordering & follow-up of maintenance/repair of material, machines •    In contact with the cleaning service and plants’ service

Building •    Access badges  •    Contact with representative of the building workers for the organization and timing of works (avoiding noise & disturbance for & visitors on our busy meeting days) •    Responsible for evacuating  & visitors in every case of alarm and during building escape exercises.  Sending report to the building representative afterwards. •    Organise maintenance of kitchen machines

Mail •    Opening and distribution of mail •    E-Mailing of invitations to Summits   •    Checking incoming mail, answering, forwarding •    Clearing inbox of all possible junk, clear spam box

Insurances (except for insurances linked to staff) •    Follow-up of insurances

Profiel

•    Fluent in English (written and oral). (French, Dutch or other languages are appreciated) •    Experience in a similar function •    Knowledgeable in IT (Microsoft Word, Excel, PowerPoint, SharePoint)

Aanbod

Full-time, mandatory attendance on Mondays, one day of remote working per week.

Remuneration package: €3,500 - 4000 gross per month, €10 meal vouchers, eco-vouchers, 6-month temporary contract leading to a permanent contract

Bedrijfsinfo

European Association in het center of Brussels