Executive Assistant

**Description**:
**YOUR ROLE (JUNIOR EXECUTIVE ASSISTANT)**

**AGENDA, MEETINGS AND EVENTS**:

- Manage the Agenda of the Executive Director and support her in the follow up of meetings
- Manage the organization of workshops, meetings and events (e.g. logistics and communications to stakeholders and invited speakers; organisation of the regular meetings with our Board of Directors and General Assembly).
- Operate internal tools e.g. SharePoint, communication, survey and on-line voting platforms

**MEMBERSHIP AND OFFICE SUPPORT**
- Dealing with the process to approve and welcome new members
- Handle membership invoicing and maintain accurate records for membership database
- Dealing with the communication and information with potential new members and with current members.
- Elaborate stats and reports on membership
- Office administration tasks (staff issues, training, paperwork, office supplies and equipment, inventory )
- Manage relation with providers: setting -up all contracts and follow-up of the activities of contracts related to admin and costs related tasks.
- Dealing with invoices and keeping the registry of costs
- Coordination with accounting and HR service providers
- Entering/ Preparing incoming and outgoing invoices and payments system
- Dealing with members and other stakeholders (mail, telephone, in meetings)
- Organise and maintain contacts data base, considering GDPR policy
- Organize and maintain centralized filing systems (on line and off line)
- You will support the Executive Director and team for the fulfilment of our statutes in all the activities of our association

**Profil**

**QUALIFICATIONS AND EXPERIENCE**
- Degree business management or international relations. (Or related studies)
- Minimum 2 years of experience in administration or other field related to this position with excellent performance
- Excellent organizational skills, with capacity to retroplan, and attention to detail

**TECHNICAL SKILLS AND LANGUAGES**
- Excellent spoken and written English and French. Other languages are an asset
- Very good writing and skills
- Administration skills
- Budget skills are an asset
- Advanced IT skills including Microsoft Outlook and MS Office (Word, Excel, CRM, database. SharePoint and other communication or collaborative tools)
- Knowledge of CRM, data analytics tools and other IT tools is a plus

**OTHER SKILLS AND REQUIREMENTS**
- Capacity to work with complexity and to resiliently deal with multi-tasking is essential.
- Capacity to take full responsibility of assigned responsibilities and work autonomously in short time is essential.
- Knowledge and experience within the European context in Brussels will be highly considered.
- Should be proactive, well organised, flexible and highly capable of anticipating to needs.
- Problem solving and capacity to deliver high-quality results.
- A team player with real social and communication skills and good at relating with a large number of stakeholders in a collaborative and helpful spirit
- A sense of diplomacy and community is very important.
- Flexible availability for events and other ad-hoc meetings in Brussels and Europe is needed (including availability to travel).

**Offre**

Permanent contract with salary according to the experience

**Entreprise**

Our client is a European organisation active in the Chemical sector liaising several european organisations in industrial projects (engineering, manufacture, etc).