Administrative & Office Assistant

**About WONCA**

**About the Role**

WONCA is looking for a highly organized and adaptable **Administrative & Office Assistant** to join its Secretariat in Brussels. This is a dynamic and multifaceted role, providing direct **personal assistant (PA) support to the CEO**, while also assisting key Secretariat functions, including **Finance & Operations**, **Communications**, and the **Chief Administrative Officer**.

This is a fantastic opportunity for someone who is interested in working in associations, enjoys varied responsibilities, works well independently, and thrives in a small, international team.

**Key Responsibilities**

**1. Executive & Office Support**
- Serve as **PA to the CEO**, managing calendars, appointments, meeting logistics, travel arrangements, and correspondence.
- Draft, format, and proofread documents and presentations.
- Serve as the Secretariat’s main point of contact for queries and external communication.
- Take minutes at board and executive meetings.

**2. Support to Secretariat Functions**
- **Finance & Operations**:
- Assist with routine administrative financial tasks such as processing invoices, tracking payments, preparing supporting documentation, and handling expense claims.
- Organise and take minutes for internal team meetings.
- Support general office management (e.g., preparing team activities, logistics, IT coordination).
- Maintain and update internal databases (e.g., contacts, memberships, partnerships).
- **Administration**:
- Provide administrative support in the management of Executive, Statutory and other Committee meetings
- Support the preparation and logistics for internal and external meetings (both virtual and in-person).
- Assist with travel planning and booking for Secretariat staff and governance meetings.
- Provide on-site support at major WONCA events, which may include occasional international travel.
- **Communications & Community Engagement**:
- Assist with logístical coordination for newsletters, webinars, campaigns, and website updates.
- Support basic content preparation and administrative follow-up related to communications activities.
- Support community engagement on WONCA’s online membership portal.

**Requirements**:
We are seeking an individual who brings:

- **At least 3 years of working experience** in an administrative or personal assistant role.
- Experience in working with associations or willingness to work in such an environment.
- A **Bachelor’s degree** in Administration, Communications, or a related field (preferred).
- **Excellent English** skills (written and spoken), minimum **C1 level**. **A second foreign language** is highly desirable.
- Strong command of **Microsoft Office** (Word, Excel, Outlook); comfort with tools like **Slack, Asana, Trello** is a plus.
- High attention to detail, strong organizational skills, and ability to handle multiple responsibilities independently.
- A **proactive, professional, and discreet attitude**.
- A positive, collaborative mindset and willingness to support various functions.

**Benefits**

**What We Offer**
- An initial up to 12-month contract under Belgian employment law, with the potential for renewal and longer-term career development.
- A salary between €2,500 and €3,000 gross depending on skills and experience, complemented by a benefits package including: DKV hospitalization insurance, meal vouchers, Monthly reimbursement of public transportation costs.
- A multicultural, international team environment, where your work supports a global mission to improve health through family medicine and primary care.
- Opportunities to gain hands-on experience in high-level administrative work, support international governance structures, and possibility to participate in global events (including travel to the 2025 WONCA World Conference in Lisbon).
- A healthy work-life balance, a collaborative and supportive team structure, and the chance to build transferable skills in operations, communications, and executive support.

**How to Apply