Executive Assistant

**Description**:
The Administrative Assistant works under the direct supervision of the Director of Administration and Finance, the Director of Programmes and the Head of Training, and in close collaboration with other team members.

The main activities are listed below and are centred around 2 main areas. This list is not exhaustive and may be adapted according to the overall work in the framework of the implementation of the current programmes, the workload of the team members and the annual programming, for the realisation of the tasks and activities that fall within the scope of its competences.

**Administrative and logístical assistance - Transversal support to the Training Department [80%].**
- Administrative support for the accounting and financial management of operational expenditure incurred by the Training component.
- Support for the operational management (control, monitoring and signature circuit) of commitments and invoices for activities organised by the Training component.
- Participation in the preparation of expenditure/audit checks for ongoing programmes.
- Ensuring compliance with internal procedures on service/supply contracts
- Administrative support for the updating of the databases of the ongoing programmes, and more particularly of MFF SPS and MFF Plus (reception of documents, encoding in the management system (participants, etc.), paper filing, ensuring the follow-up and updating of the statuses in the management system and in the follow-up sheets, etc.)
- Logistical support, including the organisation of conferences/meetings abroad and the sending of training material to sites/professional associations
- Support for the creation and encoding of action plans/budgets in the management system, creation and updating of templates, layout of documents.
- Ad hoc transversal support according to the needs identified with the Training Department.

**Administrative and logístical assistance - Transversal support to the Admin & Finance department [20%].**
- Administrative support for updating the databases of ongoing programmes (receipt of documents, encoding in the management system, filing, monitoring and updating of statuses in the management system and in the follow-up sheets, etc.).
- Ad hoc transversal support according to the needs identified with the Administration and Finance Department

**Profil**
- .Degree in administrative management (Bachelor's degree or higher) is an asset.
- Good (active) knowledge of the usual office software (Office Suite Word, Excel, Power Point, etc.)
- Fluency in English and French, both spoken and written. Fluency in Spanish and/or Portuguese is a plus
- Excellent organisational and communication skills
- Autonomy, proactivity and sense of responsibility
- Team spirit, dynamism and flexibility
- Strong organisational and time management skills
- Experience in grant contract/service contract management/public procurement procedures will be considered an advantage

**Offre**
- Working hours: full time (37h30 per week)
- Estimated duration: minimum 3 months
- Gross monthly salary (employee, excluding coefficient): Maximum 3000€ - 3600€.
- Workplace: Ixelles + Telecommuting
- Telework

**Entreprise**
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