Secretary

European Association in het center of Brussels

Jobomschrijving

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

Secretariat in general, including

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

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

Building

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

Mail

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

Insurances (except for insurances linked to staff)

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