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Office Manager for an European Association
- An international association active in the media sector
- A qualified Office Manager with perfect level of English
About Our Client
For an European Association located in the center of Brussels active in the media sector,
I'm actively looking for an Office Manager. This is one of the biggest European Association
As an Office Manager for an European Association, your competences, responsibilities and tasks include but will not be limited to:
Office Manager (+/-20 persons) (about 40% of the workload)
Serves as the key person to handle general administration issues within the organisation;
Human resources function: staff issue management and handling with Secrétariat social, tracking of time and attendance by using a designated HRM system;
Ensuring that necessary staff documentation is in order (contract drafts, info for staff files, reporting to relevant authorities…);
Employee benefits support: coordination of group and hospitalisation insurance, meal vouchers, car leasing companies & other providers, etc;
Recruitment support (including review of applications, first interviews (as appropriate) ; administrative support for new arrivals;
Aligns & handles internal staff matters (incl. meetings, organises/supports the necessary organisation of staff days, training sessions, etc);
Secures tracking of action points for the Management Team;
Ordering office furniture & other supplies, organising offices for new arrivals, arranging IT support, parking spaces etc.;
If/when needed, organize backup for the other assistants
Finance Management (about 20% of the workload)
Preparation and follow up of outgoing membership fee & other invoices;
Accounts payable/receivable, incl. reminders, tracking, overview and follow-up;
Checking & coding of incoming invoices & shared office costs;
Closing/finalising monthly bookkeeping in coordination with bookkeeper;
Follow up of discrepancies and unidentified payments;
Checking of expenses and Visa statements (for each person with a credit card);
Liaison with bank and follow up of cash situation in each account;
Providing necessary support for the yearly audit;
Personal Assistant to the Director General (about 25% of the workload)
Logistics coordination & support: travel & entertainment arrangements;
Coordination of meetings and Assistance for meetings - meeting room reservations, ordering lunches, collection & document coordination, preparation of meeting files, minutes;
Event Management (about 15% of the workload)
Serves as the key internal contact for congress organiser, supporting logistics for biannual membership congress. It should be noted that workload in this area tends to peak up to as much as 50% in the few weeks before the event
Searches for the appropriate venues, oversees budget implications, makes recommendation to the DG;
Ensures clarity of internal roles and task distribution;
Drafts all written communication to the staff and members regarding the logistics of the event;
Serves as the key internal trouble-shooter & problem solver for the event;
Drafts and coordinates the collection of event evaluations.
The Successful Applicant
As an Office Manager for an European Association, your Profile is :
Works well in multi-task environment, able to prioritise, organise self and others, and work under pressure while remaining flexible.
Works well as a member of a team, but is a self-starter and able to take initiatives and responsibility for his/her work.
Has clear attention for detail, is analytical and enjoys good communication and customer service skills.
Is comfortable in an office environment, including dealing with colleagues both at the office and those posted around Europe.
Has the ability to identify and understand staff issues, problems, and opportunities, determines course of action and develops appropriate solutions.
Brings about a positive and pro-active office atmosphere.
Has good proficiency in MS Outlook and Office, Word, Excel, Powerpoint, and an interest in finding office IT solutions.
Fluent in French and English, any other European language is an asset.
What's on Offer
On Offer :
A Salary package according to your experience
International and challenging environment