Secretary

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

European Association in het center of Brussels

•    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)

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