Administration Associate

Permanent
· Full-time
· Immediate start
· On-site only at our Brussels HQ (no teleworking) The European Society of Pathology (ESP) is looking for a dependable, detail-oriented Administration Associate to handle all administrative and office management tasks and keep our office running smoothly. You will be the go-to person for day-to-day office coordination, making sure everything and everyone at HQ has what they need, when they need it. This is a permanent, full-time position with an immediate start, based fully on-site at our offices in Brussels, very close to the EU institutions. This role does not offer teleworking, remote or hybrid working, so you will need to be present in the office every day. Candidates must hold the right to work in Belgium and be able to reach our offices easily; ideally, you will live in Brussels or the surrounding area. You will report directly to office management and work closely with the wider team to keep daily operations seamless. Job Details Position Title: Administration Associate Reports to: ESP Chief Executive Officer Remuneration: Highly competitive, depending on experience

Working Hours
40 hours per week Contract Type: Permanent

Location:
ESP HQ Brussels Office Responsibilities
• Coordinate business travel with our travel agency, including flights, hotels, and ground transportation, and keep itineraries organized and shared with travelers
• Monitor and reorder office supplies and materials, and manage supplier relationships
• Arrange and track outgoing and incoming courier and shipping services
• Maintain and coordinate relationships with service providers (cleaning, maintenance, security, and more), including contracts, scheduling, and quality follow-up
• Order lunches and organize catering for on-site meetings, and prepare meeting materials
• Maintain office equipment, including printers, coffee machines, air conditioning/heating, and meeting room screens/AV, and coordinate repairs and servicing as needed
• Ensure the offices are well kept, including the upkeep of shared spaces and care for office plants
• Liaise with building management on repairs and facility issues at our offices, and coordinate with the building management of our other office space, which is currently leased out
• Maintain vendor and contact records, and keep internal documents such as office policies and emergency contact lists up to date
• Handle administrative email correspondence and respond to membership queries
• Proofread and manage the ESP Newsletter, including collecting and editing content, checking accuracy and consistency, and ensuring timely distribution
• Manage and maintain the ESP CRM, keeping member and contact data accurate, up to date, and well organized
• Support the organization of the European Congress of Pathology, assisting the team with logistics, coordination, and administrative tasks before, during, and after the event Qualifications, Skills and Experience
• Must hold the right to work in Belgium, be available to start immediately, and be able to work fully on-site at our offices (no teleworking); ideally based in Brussels or the surrounding area, with easy access to our offices
• Proven experience in a similar administrative, office management, or coordinator role
• Highly organized, proactive, and comfortable managing multiple priorities at once
• Strong written and verbal communication skills
• Excellent proofreading skills and a sharp eye for detail in written content
• Solid IT experience, including confident use of Microsoft Office tools (Word, Excel, Outlook, Teams, etc.); experience working with a CRM system is a strong advantage
• A reliable, hands-on approach and a willingness to handle both planning and practical day-to-day tasks
• A quick learner who picks up new tools, systems, and processes with ease
• Fluent in English (our working language) and good knowledge of French; knowledge of Dutch is an additional asset

What We Offer
• A permanent, full-time contract
• A competitive salary
• A varied role at the heart of a busy, collaborative office
• The chance to genuinely shape how the office runs
• Offices in Brussels, very close to the EU institutions Interested candidates should email their application to info@esp-pathology.org, including:
• Your CV
• A motivation letter
• Copies of your diplomas and certificates of studies
• Three references or letters of recommendation Please note that only shortlisted candidates will be contacted for an interview. No phone calls will be accepted. ESP is committed to promoting equality and diversity.