Office Assistant / Receptionist in a European Association

Brussels-city Permanent

added 23/12/2022

  • European Association in the medical sector
  • Polyvalent and Dynamic job

About Our Client

The European Association is an international non-profit association based in Brussels with 38 European Member Countries active in the medical sector. The company is located in the city center of Brussels and near to a train station

Job Description

  • Presenting a professional, welcoming first contact to all clients, board members, staff, … by phone, by e-mail and in person;
  • In charge of the reservation and validation of meeting rooms, including set-up, logistics, catering and display material to welcome the visitors in a timely manner;
  • Ensuring the smooth-running of the switchboard and managing the Association general e-mail address, replying directly to requests or transferring the message effectively to the most appropriate person;
  • Observing the flow of persons entering and leaving the building to ensure maximum security, asking them to sign the visitor list when having individual meetings;
  • Providing administrative support to the Head of Human Resources and Office Services, in the procurement process and supervise office contracts (services), including catering, restaurants, hotels, travel agents, etc.;
  • Processing the corporate invoices including the filing;
  • Responsible for incoming and outgoing mail, shipping and receiving;
  • Keeping office equipment maintained and arrange for necessary repairs;
  • Responsible for coordinating supplies and maintenance of storage areas including the basement;
  • In charge of the reservation and validation of hotels and restaurants when needed;
  • Ensuring the regular update of internal listings, including entry and parking badges, telephone lists, tick off lists,
  • Manage online and paper filing systems;
  • Helping organising staff events;
  • Acting as a contact point for the staff regarding all office service facilities;
  • Fulfilling other responsibilities and tasks in the interest of the organisation, as mandated by the Head of Human Resources and Office Services or by the Association Director.

The Successful Applicant

Education & Experience

  • Bachelor's degree in administration with a minimum of 3 years of experience as a receptionist or in a customer service unit
  • Proven successful experience as receptionist and office-management
  • High standard of spoken and written English, knowledge of other European languages appreciated
  • Experience in academic or not-for-profit environment

Specific competencies

  • Good knowledge of office services facilities organisation
  • Good, practical working knowledge of MS Office systems (especially MS Word, Access, Outlook, Excel and PowerPoint)
  • Good verbal and listening communication skills

Other competencies

  • Service-oriented attitude with strong sense of purpose and drive to make a meaningful contribution
  • Commitment to deliver on tasks allocated and respond in a timely manner to deadlines
  • Organized with the ability to prioritize and multi-task and work under pressure
  • Reliable with patience and professionalism
  • Team-orientated work ethic
  • Customer focus
  • Flexibility and adaptability to changing workloads
  • Action-oriented, responsible, and self-managed, creative and willing to take initiatives and continuous improvement minded
  • Good inter-personal and communication skills within a multi-national context, including diplomacy, discretion, and confidentiality
  • Positive and constructive attitude in an evolving environment

What's on Offer

Interesting package/ Salary and international environment

Lisa Croisier
Quote job ref

Job summary

Business Support
Sub Sector
Office Assistant
Healthcare / Pharmaceutical
Contract Type
Consultant name
Lisa Croisier
Job Reference

PageGroup is an equal opportunity employer committed to workforce diversity, both as an employer as well as a recruitment service provider. Each recruitment decision we make for people we hire and people we place into new roles is based solely on the candidates’ knowledge, experience and skills.