Management Assistant h/f/x

Lobbying sector

Office Manager Polyvalent(e) FR/EN | Finance, RH & Coordination de Projets

Responsibilities include:

Accounting and Financial Administration

• Handling and reporting incoming and outgoing invoices
• Uploading financial documents into the bookkeeping tool (Octopus)
• Verifying the accuracy and completeness of invoices
• Managing expenses claims and related documentation
• Liaising with the external accountant and the banks
• Preparation of some elements for the reports for the accountant and the auditors

Administrative and HR Support
• Providing administrative support to the AIJN team
• Supporting HR-related matters (employment contracts, insurance, etc.)
• Liaising with building management, service providers and IT.

Project Support

• Providing administrative support to AIJN-related platforms and projects, including:
o Fruit Juice Science Centre (FJSC)
o Sustainable Juice Platform (SJP)
o European Cider and Fruit Wine Association (AICV)

Organization and Communication
• Supporting meetings and events organization logistics
• Assisting the Communication Manager with website updates

Required skills and competencies

Professional competencies
• Bachelor level
• 10 years’ working experience. Experience as office manager in a European association will be an asset.
• Experience in administrative, HR, and financial support tasks
• Excellent organizational and coordination skills
• Strong attention to detail and accuracy
• Ability to manage multiple tasks and meet deadlines
• Very good command of MS Office tools (Outlook, Word, Excel)
• Experience with Octopus
• Comfortable with Belgian legal and administrative frameworks

Languages
• Fluent in English (working language)
• Comfortable with French

Interpersonal skills
• Service oriented
• Proactive attitude and solution-oriented
• Discretion and ability to handle confidential information
• Ability to work independently and as part of a small team
• Strong sense of responsibility and reliability