(Executive) Assistant (M/F)

A.SPIRE

(Executive) Assistant (M/F)

A.SPIRE

Brussels, Belgium

A.SPIRE is a non-profit European Association managing and implementing the SPIRE Public-Private Partnership, an instrument of the European Commission’s programme for research & innovation, Horizon2020. It represents eight European industrial sectors (i.e. cement, ceramics, chemicals, engineering, minerals and ores, non-ferrous metals, steel and water) and the research & innovation interests of more than 150 members (companies, research & technology organisations et al.). The mission of A.SPIRE is to ensure the development of enabling technologies and best practices along all the stages of large scale existing value chain productions that will contribute to a resource efficient process industry.

JOB DESCRIPTION

As Executive Assistant, you will be in charge of the overall office management, the administration, logistics, financial issues related to all the activities of the Association, the full management of membership planning and support, and the scheduling and organization of meetings of the Executive Director and with our members and stakeholders. You will work directly with the Executive Director.

You are expected to have a high level of autonomy at work, 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 keep track of the discussions on the content and strategic developments of the association.

YOUR ROLE

ADMINISTRATION & MEMBERSHIP:

  • Manage relation with providers: setting–up all contracts and follow-up of the activities of contracts related to admin and financial tasks;
  • Organise and maintain contacts data bases;
  • Organize and maintain centralized filing systems (on line and off line);
  • Follow up on new providers contracts (mailing, tracking, filing) and coordination with accounting and HR service providers.

Budget control:

  • Entering/Preparing outgoing invoices and keeping track record of membership fees;
  • Entering incoming invoices (providers) and keeping track record of status of expenses;
  • You will veil for the fulfilment of our statutes in all the activities of our association;
  • Dealing with the process to approve and welcome new members;
  • Dealing with the communication and information with potential new members and with current members;
  • Elaborate stats and reports on membership.

COMMUNICATION & EVENTS:

  • Organise meetings in person and conference calls, take draft notes and minutes, manage calendars (set dates);
  • Organisation of workshops and events;
  • Agenda management and preparation of letters, layouts, presentations;
  • Operate A.SPIRE internal tools e.g. SPIRE Knowledge Platform or other internal communication tools;
  • Provide support to Working Groups.

IT skills related tasks:

  • Preparing presentations and uploading them on the website;
  • Adding new members (sending them password and log-in);
  • Updating events calendar on website;
  • Updating content;
  • Draft info campaigns;
  • Support raising awareness and contribute to external communication on achievements using tools such as posters, brochures, presentations, website, sharepoint…

QUALIFICATIONS AND EXPERIENCE

  • Degree business management and administration or related studies;
  • A master on communication or public relations is a good advantage;
  • Minimum 5 years of experience in the fields related to this position with excellent performance.

SKILLS AND REQUIREMENTS

  • Should be able to work autonomously with little supervision and indications;
  • Should be well organised, flexible and open-minded;
  • Should be able to set priorities, follow strict deadlines, be proactive;
  • Should be able to handle multi-tasking, stress resistant;
  • Should have a problem-solving mindset and capable of anticipating to needs;
  • Should have good IT skills (Outlook, Microsoft Office 2010) and communication tools knowledge & understanding;
  • Flexible availability for events and other ad-hoc meetings in Brussels and Europe is needed;
  • Knowledge and experience within the European context in Brussels will be highly considered;
  • Very good writing and communication skills and a sense of diplomacy;
  • Excellent spoken and written English and French.

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. We expect that you bring lots of good vibes and positive energy to add to our great team.

Our policy is of non-discrimination on virtue of gender, origin, religion or other.

Starting date: immediate

If you see you see yourself in this role, please send a mail to Elisabeth Meinertzhagen eme@spire2030.eu with your CV and cover letter. Don’t forget to explain us why you would like to join A.SPIRE and what added value you can bring to our team.

Don't forget to mention BrusselsJobs when applying.

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© EuroJobsites 2020

EuroJobsites is a registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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