Office manager / Management assistant

작업 내용

SMEunited / SBS is looking for an Office manager / Management assistant. This position is based in Brussels and the person will report to the Secretary-General of both organisations.

Your range of tasks consists of assisting the Secretary General in her daily work. You will contact partners and suppliers, log invoices and HR administration, manage the general mailbox, handle general administrative tasks and offer support in coordinating activities and contracts.

Do you work accurately and are you very organised? Can you easily handle the most common MS Office applications? Are you fluent in English and French, and do you also master other European languages? Are you a socially skilled person ready to work in an international environment, do you have a flexible attitude, and do you like to work in an independent way in a small team? Then we look forward to welcoming you to our team!

Overview of Tasks

Provide support to the Secretary General and the team including diary and email management, office administration system management, meeting coordination and travel arrangements.

· Screen calls, enquiries and requests to the Secretary-General and President

· Manage diary: planning and organising meetings and videoconferences and ensuring that the Secretary-General is well prepared for those meetings

· Schedule and provide administrative support to meetings (organise attendees, venues and relevant catering, technical requirements)

· Prepare and follow up on meetings and ensure delivery of tasks (agenda, briefings, presentations, triggering follow-up action, etc.)

· Book and coordinate travel and accommodation

· Draft minutes and action points of meetings

· Assist the Secretary-General and Finance Manager by logging invoices, handling HR administration and preparing weekly payments

· Send contracts to Experts and subcontractors and ensure follow-up

· Sort, prioritise and draft internal and external correspondence as needed

· Send out communications to Members

· Provide administrative support to the team where required

· Maintain office systems, including email and other monitoring and filing (databases, etc.)

· Undertake other duties as required

For this position, the candidate should have/be:

· Strong experience in the field of administrative management and hold a bachelor diploma

· Fluent in English and French – other European languages are an asset

· Excellent communication and writing skills

· Fully IT skilled, with good knowledge of MS Office applications and remote meeting applications (Zoom, Skype for Business, Webex)

· Attention to detail and high level of accuracy

· Strong organisational skills

· Excellent interpersonal skills and be a team player

· Analytical, creative and problem-solving abilities

· Strong time management skills

Conditions

The vacancy is an 80% position with an unlimited contract under Belgian law.

The position is based in Brussels. Applicants must have the right to work in Belgium. SMEunited offers a competitive salary package consisting of a monthly salary and several additional in-kind benefits. An attractive holiday plan is offered as well.

Contact

To apply, please send your CV, motivation letter and the application form by e-mail to office@smeunited.eu with the referral “SMEunited Office manager / Management Assistant” by 2nd December noon.

Please ensure all requested documents are added to your application. The successful candidate will be requested to start working on 4 January 2023 at the latest.

About SMEunited

SMEunited represents the interests of Crafts and SMEs in Europe. SMEunited is a recognised employers’ organisation and European Social Partner. We act on behalf of crafts and SMEs in the European Social Dialogue and in discussions with the EU institutions. We represent national cross-sectoral Craft and SME federations, European SME branch organisations and associate members. We are a non-profit seeking and non-partisan organisation.

Small Business Standards (SBS) is the European organisation representing and defending SMEs in standardisation. Co-financed by the European Union and EFTA, SBS advises and supports SMEs and SME organisations across Europe on how best to influence the standardisation process at European and International level.