Administrative Assistant

European Transport Workers’ Federation

Hours
34 hours per week

Salary
Competitive Salary paid 13.92 times a year

About the Organisation

The European Transport Workers’ Federation (ETF) is a pan-European trade union organisation which embraces transport trade unions from the European Union, the European Economic Area and Central and Eastern European countries. The ETF was created at a founding congress in Brussels on 14-15 June 1999, but we have our roots in pan-European transport trade union organisations that stretch back 60 years.

Today, the ETF represents more than 5 million transport workers from more than 200 transport unions and 38 European countries. These workers are found in all parts of the transport industry, on land, sea and in the air. We cover workers in the following sectors:

• Civil aviation
• Fisheries
• Inland waterways
• Logistics
• Maritime transport
• Ports and docks
• Railways
• Road transport
• Tourism
• Urban public transport

We also have specific structures to represent women and young transport workers.

About the role

The ETF is a trade union federation representing 5 million+ transport workers from 200+ unions in 38 European countries. The vision of Fair Transport is what drives the work of the ETF. It represents a future where European transport is free of social dumping, with quality jobs for transport workers, safe, reliable and affordable service for passengers and customers and where environmental and social sustainability go hand in hand. We are looking for candidates that are ready to fight for achieving this vision.

Responsibilities

• General office duties
• Creates and maintains file records, including electronic file records
• Creates survey databases, inputs data received and prepares analysis
• Prepares and organises meetings in Belgium and abroad, deals with arrangements, contact with the service providers (hotels/interpreters/translators, etc.) and liaises with the political team, other colleagues and the Finance manager, as well as outside organisations where appropriate
• Serves as first point of contact in the Secretariat for IT-related issues (computers, mobile phones, internet and phone server, interpretation equipment, etc.) and performs basic ITrelated tasks
• Assists with projects
• Collates information and prepares documentation for meetings, actions, campaigns and publications where necessary
• Attends meetings and prepares minutes
• Drafts circulars and other documents
• Deals with routine incoming calls/correspondence/requests for information as appropriate
• Sorts and prioritizes incoming correspondence and responds appropriately
• Responds appropriately to external contacts, maintenance of good and constructive relationships with representatives from various European institutions, employers’ organisations, companies, etc.
• Maintains diaries
• Assists in making travel arrangements
• Maintains website pages
• Collaborates with other Administrative Secretaries in order to ensure the good functioning of the Secretariat

Skills, Competencies & Experience

Required Skills:

• Excellent spoken and written English and French.
• Knowledge of one or more other EU languages would be an advantage
• Excellent knowledge of IT technologies (MS Office applications, database software, internet, etc.)
• Proven high quality secretarial, organisational and administrative skills
• Strong organisational abilities
• Accuracy and attention to detail
• Excellent communication skills
• Able to exercise discretion, judgement and initiative
• Able to work under pressure
• Integrate yourself into a team
• React in a flexible way to new challenges
• Proactive in addressing change

Required Experience:

• Relevant administrative experience of minimum 3 years, plus graduate level education or training

Compensation & Benefits

• Representation costs and Internet at Home Allowance, Meal Vouchers, Mobile Phone + Subscription, Laptop, Group Insurance, Hospitalisation insurance (Discounted rate for family), 100% Public Transport Reimbursement.
• 25+ Paid Holidays.
• Weekly Team Meetings, 1 – 1 Coachings, Trainings with External Experts, Yearly Development Appraisals, Team Building Events.
• European Travel.

Working locations

• 2 days teleworking/week.

How to apply

• We invite any interested candidate to send a CV and a short motivation letter in English to Josef Maurer, ETF Head of Operations, at [email protected]

Policies

ETF is committed to the principle of equal employment opportunity for all employees, regardless of sex, marital status, nationality, religion, age, sexual orientation and any other characteristics unrelated to the performance of the job. Selection will be in accordance with objective, job related criteria and the appointment will be on the basis of applicants’ merits and abilities.

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