Office Manager for international association

il y a 3 semaines


Bruxelles, Région de Bruxelles, Belgique Care4You Temps plein

Our client is an international federation representing the interests of its members towards the EU institutions. Their human-sized and multinational office (+/- 10 people) is located in the Arts-Loi area. They are currently experiencing a significant growth and are currently looking to recruit a diligent Office Manager on a permanent contract basis. This is a newly created position.

Purpose of the role

Reporting to the Secretary General and his Deputy, you will be in charge of ensuring the smooth running of the office with a particular focus on budgeting & financial administration. 

Job Description

Operations (80% of the time):

  • Organising office operations and procedures
  • Scheduling meetings and appointments
  • Managing contract and price negotiations with office vendors, service providers and office lease and liaising with them thereafter 
  • Placing orders (catering, office supplies)
  • Assisting in the onboarding process for new hires
  • Addressing employees' queries regarding office management issues (e.g., stationery and travel arrangements)
  • Preparing meeting rooms
  • Providing general support to visitors

Financial administration (20% of the time):

  • Assisting in preparation and management of the association budget, ensuring accurate and timely reporting
  • Ensuring coordination of outgoing invoices and timely payment of incoming invoices
  • Liaising with accountant and auditor, preparing the necessary documents for the yearly audit
  • Following up the cash flow and keeping an eye of the association finances

Profile:

  • Bachelor's Degree in Office Management, Accounting  or equivalent in experience
  • At least 5 years' experience in a similar role and at a similar level
  • Strong IT skills (Word, Excel, knowledge of a CRM is a plus)
  • Knowledge of an accounting system is a plus (e.g., Winbooks)
  • Fluency in English and French (C1+/C2 - written and spoken) is essential
  • Very good team spirit (you will team up with the Office Assistant), leadership and communications skills
  • Trustworthy, responsible and accountable
  • Focussed, structured and composed
  • Hands-on and flexible
  • Ability to multitask and to prioritise (the position is multifaceted and will involve working with various team members)
  • Presentable (the role will involve contact with senior industry representatives and EU officials)
  • A commitment to the values and goals of the European Union

Offer:

  • Starting date: ASAP
  • A permanent and full-time contract
  • A competitive salary with a complete benefits package (luncheon vouchers, group insurance, DKV (including ambulatory and dental insurance), 24 holiday days
  • The position is primarily based on site in Brussels, however occasional homeworking days can be granted (to be discussed)
  • A motivating and challenging role within an influential international trade association
  • Opportunities to work and develop in an international environment
  • A human-sized, dynamic and closely-knit team.


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