About this role
European Association in het center of Brussels Jobomschrijving Become the backbone of a collaborative team and help drive seamless operations. Secretariat in general, including • administrative support to General Secretary and other staff members • liaise with the office landlord, suppliers and contractors to keep the office welcoming and in good shape • support the events organisation, i.e. the practicalities (hotel, venue, catering, …) for the yearly “National Association Meetings, “International Harmonisation Council” and a “Summit rehearsal” Suppliers • Scouting if needed • Organizing, ordering & reception of all office supplies, drinks, etc • Contact with suppliers: e-mail correspondence, telephone requests • Price quotations, ordering with approval of General Secretary • Filing of contracts • Ordering & follow-up of maintenance/repair of material, machines • In contact with the cleaning service and plants’ service Building • Access badges • Contact with representative of the building workers for the organization and timing of works (avoiding noise & disturbance for & visitors on our busy meeting days) • Responsible for evacuating & visitors in every case of alarm and during building escape exercises. Sending report to the building representative afterwards. • Organise maintenance of kitchen machines Mail • Opening and distribution of mail • E-Mailing of invitations to Summits • Checking incoming mail, answering, forwarding • Clearing inbox of all possible junk, clear spam box Insurances (except for insurances linked to staff) • Follow-up of insurances • Fluent in English (written and oral). (French, Dutch or other languages are appreciated) • Experience in a similar function • Knowledgeable in IT (Microsoft Word, Excel, PowerPoint, SharePoint)