Executive Assistant
il y a 7 jours
**Executive Assistant (M/F)**
**A.SPIRE** is a small non-profit European Association managing and implementing the Processes4Planet Partnership (and previously SPIRE Partnership), an instrument of the European Commission’s programme for research & innovation, Horizon Europe. It represents ten European industrial sectors (cement, ceramics, chemicals, engineering, minerals and ores, non-ferrous metals, pulp&paper, refining, steel and water) and the research & innovation interests of more than 170 members (companies, research & technology organisations et al.). The mission of A.SPIRE is to support its members in the access to funds for the development of enabling technologies and best practices that will contribute to a climate neutral and circular process industry.
**JOB DESCRIPTION**
As an Executive Assistant, you will be in charge of the support to A.SPIRE Executive Director and team on aspects related to the administration, logistics, dealing with suppliers and contracts, budget and membership aspects and in scheduling and organising meetings and events. You will manage the agenda of the Executive Director and will support her directly in the organization of the key meetings of the association committees. You will also support to keep our members updated on our activities through writing internal communication tools and updating information in our members intranet platform. You are expected to have a high level of attention to detail, capacity for multitasking and to self organise yourself taking full responsibility of your tasks while having a great teamwork spirit. You will communicate with senior
- level internal and external contacts and will be regularly exposed to confidential data. You will have a high level of tact and integrity due to the sensitive nature of information and the tasks to be performed. You will be expected to develop autonomously in your roles in a short time and to become a mainstay for the Executive Director and the team.
**YOUR ROLE**
- SUPPORT TO THE EXECUTIVE DIRECTOR_
- Manage the Agenda of the Executive Director and support her in the follow up of meetings.
- Active role in the organization of team meetings and of key governance meetings (Board and General Assembly)
- General secretarial tasks (notes/minutes taking, preparation of documents, support on budgetary issues, HR paperwork and other legal publications and updates)
- Support for the fulfilment of the Association Statutes, Internal Rules and GDPR.
- MEMBERSHIP, MEETINGS AND EVENTS_
- Support in engaging potential new members.
- Prepare membership related documents (membership value, membership MoU et al.)
- Prepare outgoing membership invoices, keep a record of membership fees and maintain accurate records in the membership database.
- Elaborate stats and reports on membership
- Prepare and follow up of information addressed to members, operating A.SPIRE internal IT tools e.g. SharePoint, database, survey and on-line voting platforms.
- OFFICE AND ADMINISTRATION SUPPORT_
- Manage relation with providers: setting -up all contracts and follow-up of the activities of contractsrelated to admin and costs related tasks.
- Dealing with invoices and payments to providers, and keeping the registry of costs, coordinating with our accounting provider
- Office administration tasks (paperwork, office supplies and equipment,inventory )
- Organize and maintain centralized filing systems (on line and off line) and contacts database
- Active role in the organization of meetings, workshops and events (e.g. logistics and communications to stakeholders and invited speakers).
**QUALIFICATIONS AND EXPERIENCE**
- A post-secondary or undergraduate degree in administrative sciences, public management, political and social sciences or related.
- And at least 2-3 years working experience in administration and other organizational functions relevant to the duties described in the profile, preferably within a European environment.
**ESSENTIAL SKILLS**
- Excellent organizational and administration skills, with capacity to retroplan and to anticipate to needs, and a high level of attention to detail.
- Well-organised, capable to take full ownership of assigned responsibilities and to work autonomously in short time, anticipating to needs.
- Capacity to work with complexity and to resiliently deal with multi-tasking with no supporting specialized departments.
- Problem solving and capacity to deliver high-quality results timely.
- A team player with excellent social and communication skills and good at relating with a large number ofstakeholders in a collaborative and helpful spirit. - Capable to work in a small team in a flexible, proactive, and agile manner, responding quickly to changes when needed.
- Strong members-orientation mindset with a high sense of empathy and diplomacy to support our community.
- Experience managing budgets through excel and financial statements is a great asset.
**OTHER KEY SKILLS AND REQUIREMENTS**
- Excellent
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