Administrative Coordinator Governance

**Your role**:
The role implies but is not limited:

- Work proactively with the Head of Governance & Membership and the team to **organise **CEN and CENELEC **meetings **of **governing bodies** (General Assemblies, Administrative Boards, Presidential Committee) by:

- preparing roadmaps, documents availability tracking dashboards, workflow-based templates, etc;
- preparing the agenda template, facilitating the timely circulation of agenda and relevant supporting documents;
- ensuring meetings are quorate, inclusive and well structured;
- recording attendance and taking appropriate action in relation to absences, coordinating proxies;
- securing conference room bookings and catering arrangements (in cooperation with Facilities);
- being responsible for conference room preparations, including technical arrangements for hybrid/online meetings (in cooperation with Facilities);
- following up on agreed action points with those responsible, including preparations of the regular reporting, tracking progress and creating relevant templates for documents for information;
- proofreading of governance documents; monitoring internal deadlines and ensuring the respect of deadlines for delivery of governance documents by other departments.
- To **support** Head of Governance & Membership by:

- ensuring work/task prioritisation and anticipating risk, carrying out research, providing meetings’ information and writing notes;
- preparing templates/drafts of meeting documents and reports, presentations, letters, dashboards;
- advising on board procedures, statutory guidance and policies, annual tasks and decisions;
- supporting issues’ resolution;
- keeping own knowledge up to date to deliver the required output;
- creating and monitoring the team annual roadmap/work plan;
- overseeing and managing specific Affiliate/Member accounts, and provide them with a direct support upon request;
- undertaking projects as assigned by the Head of Department, including design and implementation of relevant project plans.
- To contribute to the **efficiency gains** and **continuous improvement **of Governance & Membership activities by:

- developing and maintaining the database of Members contact details, list of participants, terms of office (General Assemblies, Administrative Boards, Presidential Committee, etc), ensuring regular updates and wide functionality of collected data, in close cooperation with IT;
- developing and maintaining the Governance documents management system for CEN and CENELEC Statutes, Internal Regulations, Guides, Terms of Reference, lists of meeting attendance, decisions and signed minutes, including ensuring availability of translations in coordination with Members;
- managing Governance & Membership SharePoint site and internal drive;
- building effective relationships with all points of contact - both internal and external - to ensure the smooth and efficient operation of governance across CEN and CENELEC;
- assisting in the development, co-ordination and preparation of induction training/information sessions for staff and also for CEN and CENELEC Officers, Members and Affiliates;
- supporting the inspection, any audit of governance and the preparation of self-assessment / quality improvement planning and to provide support and coordination for any internal compliance management as required.

**Your profile**:

- Bachelor Degree with at least 2 to 3 year **experience **in a **membership organisation,** providing administrative services to the high-level meetings
- ** Outstanding **oral and written knowledge of **English**, knowledge of French or German would be a plus.
- Willing to travel abroad 2 to 3 times per year for a week

**This job requires**:

- In-depth understanding of the governance strategy, principles and working framework of the Association
- Good knowledge of the methodologies supporting the development and implementation of the governance processes, including continuous improvement initiatives
- Proactive, anticipating, constructive, can-do attitude supported by extreme-sharp eye for detail
- Collaborative working style with a strong organisational and analytical skills

**This is the perfect job for you if you**:

- Enjoy performing administrative tasks, implementing a structured way of working, putting things in order, developing processes and improving a quality of performed work
- Are comfortable with complex tasks requiring quick actions and analytical mindset
- Are comfortable working in a multidisciplinary, multicultural environment, collaborating with a variety of people, profiles and organisations
- Have very high-quality standards and work ethics

**And if you are**:

- Ready to take new challenges with energy and determination
- Well organised and enjoy breaking down complex issues into manageable activities
- Interested in corporate governance

The organisation is ideally situated in 1040 Brussels and easily accessible by public transport.
**What the employer's offering**: