Secretary M/V/X

Description de l'entreprise

European Association in het center of Brussels

Description de la fonction

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

Profil

.    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)

Compétences linguistiques

• Anglais (atout)

  • Comprendre : Expérimenté - (C1)
  • Écrire : Expérimenté - (C1)
  • Lire : Expérimenté - (C1)
  • Parler : Expérimenté - (C1)

• Français (atout)

  • Comprendre : Expérimenté - (C1)
  • Écrire : Expérimenté - (C1)
  • Lire : Expérimenté - (C1)
  • Parler : Expérimenté - (C1)

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