Office Secretary/intern M/W/X

Company description

The European Society of Pathology (ESP) is a non-profit organization that aims to advance Pathology in Europe and to facilitate communication between European Pathologists. Being the leading force in European pathology with a vision ¿excellence in pathology for optimal patient care¿, ESP promotes high quality pathology diagnosis for all patients, up-to-date education across Europe, and support cutting-edge research to understand disease and translate science into clinical practice.

Description of the function

Job Details

Position Title: ESP Office Secretary (Intern)

Under the supervision of Project Manager

Full time, based in the ESP Brussels office, present in the office 5 days per week

 

Job Purpose

Secretarial support and office management

Assist in organizing and managing files, acting as receptionist, scheduling meetings and appointments, and supporting other staff members with organizational tasks for smooth running of the office.

Profile description

Primary Duties and Responsibilities

Secretarial responsibilities

The Intern will assist with:

• answering telephone calls and email enquiries
• Maintaining filing systems, keeping diaries, arranging meetings and appointments
• booking travel, accommodation, meeting rooms and conference facilities for staff and ESP officers
• using a variety of software packages, such as Microsoft Word, Access, etc., to produce correspondence, mass emailing, documents, presentations, spreadsheets
• maintain and update internal spreadsheets, databases and perform data entry where needed
• taking minutes and keeping notes
• ordering and maintaining stationery and office equipment
• sorting and distributing post
• photocopying, printing, also on behalf of other staff 

 

Office management

The Intern will be involved in:

• Ensuring the office is clean, liaising with the cleaning company and other service providers such as those taking care of the plants in the office
• General building maintenance i.e., arranging for any necessary repairs, keys, alarm system
• reviewing and updating health and safety policies as necessary
• arranging regular testing for electrical equipment and safety devices
• ensure computing and other basic infrastructure (telephone, internet, printer etc.)
• work with suppliers and buildings management to ensure provision of all necessary materials and maintenance of high-quality office environment

 

Qualifications, Skills, and Experience

• Previous experience in an office environment is an advantage 
• Flexibility and the capacity to adapt to new tasks 
• Exceptional interpersonal and communication skills
• Excellent writing skills - strong spelling, grammar, and punctuation
• Punctual 
• Self-organization 
• Fluent in English, French and Dutch 
• Good computer knowledge (email, Microsoft Office, Excel, Google Spreadsheets, etc.)

Benefits of the position

Expected Outcome 

The expected outcome of the internship is for the intern to be familiarised with the daily work of an international medical organisation, to learn about the organisation of multiple challenging activities and tasks and gain experience in office management. 

ESP is committed to promoting equality and diversity

Additional information
Workplace ,
Contract type : Stage CIP