Secretary
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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
- 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
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