Office Manager M/W/X

The EOSC Association( www.eosc.eu ) was established in July 2020 as a not-for-profit international Association (AISBL) in Belgium. With already over 230 member and observer organisations from across Europe, the Association represents a single voice for the advocacy and representation for the broader EOSC Stakeholder community in Europe, promoting alignment of EU research policy and priorities. An essential role of the Association is to continuously develop the EOSC Strategic Research and Innovation Agenda (SRIA) which will influence future EOSC activities at institutional, national and EU level. The EOSC Association is the contractual partner of the European Commission for the Horizon Europe co-programmed EOSC Partnership.

With the establishment of its Secretariat in November 2021 the EOSC Association transitioned into its full operations however, many administrative processes and routines have not been developed or established, yet. We are therefore looking for a motivated Office Managerto join our small and ambitious team to drive the completion of the office set-up and handle all administrative requirements of an AISBL.

We are seeking to fill the position of the Office Manageras soon as possible

• Assuring the compliance with legal requirements of Belgian authorities
• Administration of HR related matters incl. the liaison with social Secretariat and assuring of payments of salaries and benefits
• Acting as contact person for landlord, service providers and suppliers
• Supporting the engagement activities with members, observers, governance bodies and the broader stakeholder community incl. maintenance of CRM database
• Organisation of events in Belgium and abroad incl. travel and reimbursement management
• Providing administrative and organisational support to members, governing bodies, and secretariat staff
• Drafting of agendas and minutes, presentations, and dissemination of documents
• Responding to internal and external requests for information, handling phone calls, correspondence, and coordination of agendas
• Developing and optimising administrative systems and procedures
• Getting the big picture as well as the devil that is lying in the detail
• Proactive with a hands-on mentality
• Service minded, organised, and take pride in meeting deadlines
• Deliver quality and results
• Have good communication skills
• Familiar with financial administration systems
• Ability to work effectively in a team

• Bachelor’s degree in business administration or similar
• Relevant work experience from a similar role
• Service and result-oriented and ability to solve problems, set priorities and pay attention to detail
• Good communication skills with excellent written and oral command of English
• Good communication skills and understanding of French
• Excellent command of MS Office, good and practical knowledge of IT infrastructure and IT-support
• Capacity to learn and evolve with the job and the needs of the organisation
• Ability to help us grow as a start-up and create procedures and workflows
• Legal entitlement to work in Belgium

Desired requirements are:

• Good command of Dutch
• Experience working in a multicultural, international context and delivering similar functions within a small organisation
• Experience in event management and financial administration
• Understanding of our community of stakeholders including EU institutions

What we offer?

This is an opportunity to work with an extremely motivated, broad, and diverse scientific community that is paving the way to Open Science. You will interact with decision makers within the community, the EU institutions and on member state level and will contribute to enabling impactful science in the digital age.

We offer a permanent position in our newly established office in Brussels. The EOSC Association aims to increase the proportion of women in its staff and encourages suitably qualified women to apply. Female candidates will be given priority in the case of equally suitability, competence, and professional performance.Diversity is a core value of our organization. We welcome applications regardless of nationality, ethnicity, social background, religion or philosophy, age, sexual orientation, and identity.

Please send your CV and your cover letter by email referencing ¿Office Manager¿ by
15th March 2022to recruitment@eosc.eu