Management Assistant

Description

• The assistant will be the first point of contact for callers and visitors and will be responsible for the meeting rooms - taking telephone calls, welcoming visitors, and booking meeting venues.
• The successful candidate will also provide general support to the day-to-day running of the office in Brussels and the organization of various meetings and events.
• He/she will report to the Senior Officer and to the Secretary General of the Association.
• Essential Duties & Responsibilities
• Handle incoming calls and coordinate messages as needed.
• Provide assistance and support to the Senior Officer and Secretary General.
• Day-to-day office management: liaise with suppliers, organize incoming mail and postal services, and maintain office/food supplies and other requirements to keep the office running smoothly including office equipment and office space.
• Administrative and financial work: filing invoices, prepare payments.
• Provide administrative support in booking travel, filing, and updating contacts.
• Provide logistical and administrative support in the organization of internal and external meetings and events.
• Provide ad hoc logistical support to international colleagues for organizing meetings in Brussels.
• Update and manage the website.
• Manage orders of office supplies, courier services, catering, cleaning staff etc.
• Liaise with IT service providers, designers, printers, translators, etc.
• Manage membership fees for members.
• Assist in preparing the annual General Assembly.
• Perform other related duties as required.
• Taking minutes during the Committees and Working Groups meetingsEducation / Experience
• At least three years of relevant experience in administrative support.
• Secretarial studies is an asset.

Skills Required

• Fluency in French and English - other languages is an asset.
• Excellent communication and organizational skills.
• Excellent computer skills (MS Office, experience with databases, etc.).
• Comfortable in multi-tasking, detail-oriented, and working to deadlines.
• Flexible and adaptable approach to work.
• Basic accounting knowledge. Compensation