Management Assistant

An European Association

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