Administrative Assistant/Office Manager

A small not-for-profit association in the pharmaceutical industry located in Brussels.

We are looking for an Administrative Assistant for an association in Brussels.

As an administrative assistant you will have to:

• Oversee and maintain the day-to-day operations of the office, ensuring a productive and organised work environment.


• Coordinate office activities, including managing schedules and meetings.


• Organise and take minutes at Team meetings.


• Support management with HR matters including holidays, salaries.


• Maintain the internal policies relating to work regulations and procedures.


• Be the primary contact for administrative matters.


• Provide administrative support to the association's staff and management team.


• Manage incoming and outgoing correspondence.


• Maintain and update the association's databases, records, and filing systems.


• Assist with financial administration tasks, such as invoicing, expense tracking, and budget monitoring.


• Assist in the planning and coordination of association events, including conferences, workshops, and meetings.


• Manage the association's membership database, ensuring accurate and up-to-date records.


• Other administrative duties as the organisation’s activities require.

The successful candidate for this position will have the following profile:

• Bachelor’s degree in secretariat or equivalent qualification.


• Minimum 3 years of experience in a similar position.


• Excellent communication skills in French and English, both written and verbal.


• Strong organisational skills with the ability to prioritise tasks and meet deadlines.


• Able to take initiative and anticipate needs.


• Proficient in using office software and technology, including MS Office Suite (Word, Excel, PowerPoint) and database management systems.


• Strong interpersonal skills and the ability to work collaboratively in a team-oriented environment and with different level of seniority.


• Experience with a Belgian trade association/not-for-profit organisation an asset.


• Knowledge of the pharmaceutical industry or related fields is a plus.