Systems and Operations Assistant
Il y a 2 mois
**Job Overview**
Location: Brussels
Reporting to: Operations and Systems Manager
Starting date: As soon as possible
Status: Contrat à durée indéterminée (CDI)
**Job Objective**
The European Cancer Organisation (ECO) is looking for an ambitious, dynamic and enthusiastic Systems and Operations Assistant to work on a full-time basis, based in Brussels. The role will also require regular collaboration with the Policy, EU Projects, Research, Community, Governance and Communications Teams, as well as our Member Societies, Patient Advisory Committee and Focused Topic Networks.
The working language of the organisation is English. The Systems and Operations Assistant will **already** be living in Brussels and will report to the Operations and Systems Manager.
**About the Organisation**
**European Cancer Organisation (ECO)**
The European Cancer Organisation is a not-for-profit federation of 42 Member Societies working in cancer at a European level, together with 22 European Patient Advisory Committee members through 10 Focused Topic Networks.
The Mission of the European Cancer Organisation is to reduce the burden of cancer, improve outcomes and the quality of care for cancer patients, through multidisciplinarity and multiprofessionalism. As the not-for-profit federation of member organisations working in cancer at a European level, the European Cancer Organisation convenes oncology professionals and patients to agree policy, advocate for positive change and be the united voice of the European cancer community.
**Primary Responsibilities**
Responsibilities include, but are not limited to
The employee will mainly execute the function of Systems and Operations Assistant, directly reporting to the Operations and Systems Manager and with opportunities for career progression within the role. In that capacity, the employee will be responsible to the Chief Executive for, among other areas to:
**IT and Systems**
- Manage IT improvements and issues that arise in collaboration with the Operations and Systems Manager
- Propose and implement solutions to the organisation’s systems
- Format new computers and troubleshoot infrastructure and network issues
- Solve technical issues on the organisation’s websites and manage new and existing entries in the Secure Area of the website
- Ensure that the organisation’s systems are secure and that all security requirements are maintained
- Proactively find IT/software solutions to meet the evolving needs of the organisation
- Update website and database content as required
**Organisation of virtual and hybrid and meetings**
- Act as the primary point of contact for the European Cancer Summit and Roundtable Event registration platform and the registration approval process and access
- Work with the Operations and Systems Manager to organise plan and prepare virtual and hybrid events / meetings and manage the logístical aspects especially related to the European Cancer Summit, Roundtable Events and Focused Topic Network meetings
- Liaise with relevant suppliers, including for external platforms and badge printing, ensuring compliance with GDPR processes and consents
- Distribute support resources and registration information to meeting attendees
- Maintain appropriate records of meeting attendance
**Office and facilities management and project support**
- Ensure the security of office facilities, with a high level of awareness of actions needed to maintain a professional and safe working environment
- Manage daily tasks related to office and facilities management
- Maintain and develop relationships with suppliers and follow up on ongoing issues
- Order office supplies and organise file archives and office and IT equipment
- Organise file archives and office supplies and equipment
- Manage office supplier relationships
- Manage the reception staff rota and associated duties
- Regular monitoring of tasks and various projects
**Payments team support**
- Support the Payments team as required, particularly to process payments for events and to cover absence.
**Skills Specification**
- University degree and a keen interest in IT, systems, facilities management, operations and/or event organisation
- Strong organisational and communication skills - fluency in English and French, with effective and efficient writing skills in both languages
- Must be able to work independently, think critically and have excellent attention to detail
- Be a team player able to follow internal and external workflows with precise deadlines
- Proactively follow-up on pending tasks
**Profile and Experience**
- Computer and internet proficient with keen interest in continually developing IT, systems and facilities management related skills
- Additional educational qualifications, experience in event organisation includingregistration systems, and most importantly a doer, who is not afraid to pick up the phone and proactively make things happen are all important aspects of the job
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