Secretary
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Become the backbone of a collaborative team and help drive seamless operations.
Secretariat in general, including
- bull; administrative support to General Secretary and other staff members
- bull; liaise with the office landlord, suppliers and contractors to keep the office welcoming and in good shape
- bull; 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
- bull; Scouting if needed
- bull; Organizing, ordering & reception of all office supplies, drinks, etc
- bull; Contact with suppliers: e-mail correspondence, telephone requests
- bull; Price quotations, ordering with approval of General Secretary
- bull; Filing of contracts
- bull; Ordering & follow-up of maintenance/repair of material, machines
- bull; In contact with the cleaning service and plants’ service
Building
- bull; Access badges
- bull; Contact with representative of the building workers for the organization and timing of works (avoiding noise & disturbance for & visitors on our busy meeting days)
- bull; Responsible for evacuating & visitors in every case of alarm and during building escape exercises. Sending report to the building representative afterwards.
- bull; Organise maintenance of kitchen machines
- bull; Opening and distribution of mail
- bull; E-Mailing of invitations to Summits
- bull; Checking incoming mail, answering, forwarding
- bull; Clearing inbox of all possible junk, clear spam box
Insurances (except for insurances linked to staff)
- bull; Follow-up of insurances
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