executive assistant

As an Executive Assistant, you will be in charge of the support to A.SPIRE team on aspects related to the administration, logistics, dealing with suppliers and contracts, budget and membership aspects and in the scheduling and organization of 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.
• Dealing with the membership process (application, approval, welcome, onboarding, resignations…)
• 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 contracts related 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)
• Organise and maintain contacts data base Agenda management of the Association activities and preparation of letters, layouts, presentations, e-mails
• Active role in the organization of workshops, meetings and events (e.g. logistics and communications to stakeholders and invited speakers).

QUALIFICATIONS AND EXPERIENCE

• A Bachelor’s 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.

TECHNICAL SKILLS AND LANGUAGES

• Excellent spoken and written English and French. Other languages are an asset
• Very good writing skills Administration skills Experience managing budgets and financial statements are an asset
• Excellent IT skills including Microsoft Outlook and MS Office (Word, Excel, CRM, database. SharePoint) and other communication or collaborative tools.
• Ability to quickly learn and adapt to new IT tools is essential.
• Knowledge of data analytics tools and other collaborative tools is an asset.

OTHER KEY SKILLS AND REQUIREMENTS

• Excellent organizational skills, with capacity to retroplan, and attention to detail.
• Capacity to take full responsibility of assigned responsibilities and work autonomously in short time is essential.
• Capacity to work with complexity and to resiliently deal with multi-tasking is essential.
• Knowledge and experience within the European context in Brussels will be highly considered.
• Should be proactive, well organised, flexible and highly capable of anticipating to needs.
• Problem solving and capacity to deliver high-quality results.
• A team player with real social and communication skills and good at relating with a large number of stakeholders in a collaborative and helpful spirit A sense of diplomacy and community is very important.
• Flexibility to work in a small team Ready to work with us in a small team and also with our members and other stakeholders, with whom you will exchange a lot of e-mails and phone calls.
• Flexible availability for events and other ad-hoc meetings in Brussels and Europe is needed (including availability to travel).

In A.SPIRE, we really enjoy working together in a good, happy and positive team spirit. You will be integrated in a dynamic, stimulating and challenging work environment. You will work in a cross- sectorial, innovative and international setting focusing on future-oriented services. Our policy is of non-discrimination on virtue of gender, origin, religion or other.

You can expect a salary package based on your experience with extra benefits such as meal vouchers, group insurance, hospitalization insurance etc.