Secretary

Become the backbone of a collaborative team and help drive seamless operations.

Secretariat in general, including

• bull; administrative support to General Secretary and other staff members
• bull; liaise with the office landlord, suppliers and contractors to keep the office welcoming and in good shape
• bull; 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

• bull; Scouting if needed
• bull; Organizing, ordering & reception of all office supplies, drinks, etc
• bull; Contact with suppliers: e-mail correspondence, telephone requests
• bull; Price quotations, ordering with approval of General Secretary
• bull; Filing of contracts
• bull; Ordering & follow-up of maintenance/repair of material, machines
• bull; In contact with the cleaning service and plants’ service

Building

• bull; Access badges
• bull; Contact with representative of the building workers for the organization and timing of works (avoiding noise & disturbance for & visitors on our busy meeting days)
• bull; Responsible for evacuating & visitors in every case of alarm and during building escape exercises. Sending report to the building representative afterwards.
• bull; Organise maintenance of kitchen machines

Mail

• bull; Opening and distribution of mail
• bull; E-Mailing of invitations to Summits
• bull; Checking incoming mail, answering, forwarding
• bull; Clearing inbox of all possible junk, clear spam box

Insurances (except for insurances linked to staff)

• bull; Follow-up of insurances
• bull; Fluent in English (written and oral). (French, Dutch or other languages are appreciated)
• bull; Experience in a similar function
• bull; Knowledgeable in IT (Microsoft Word, Excel, PowerPoint, SharePoint)