Executive Secretary

European Finance Association

Hours
35 hours per week

Start date
July 2025

About the Organisation

Since its establishment in 1974, the European Finance Association (EFA) has had a major impact on the academic finance research community in Europe and beyond. EFA’s mission is to foster a professional society for academics, practitioners, and doctoral students in the greater field of Finance, who are interested in research areas such as financial management and financial theory, along with their application.

EFA serves its community of members based in Europe and elsewhere in the world as an evolving professional network for the exchange of ideas, expertise, news, and knowledge in Finance at the international level. EFA is an international non-profit association registered in Belgium with about 2,500 members. Members are usually academics, researchers, and students of finance in business schools, universities, and research institutions.

EFA organizes an annual conference for about 700 participants, a Doctoral Tutorial for 8 finance PhDs, and publishes a peer-reviewed academic journal – the Review of Finance with Oxford University Press. For more information on EFA activities

About the role

EFA is looking for an Executive Secretary to coordinate the various activities of the Association. Her/His role will be to manage the administration of the Association, to facilitate the strategic and operational decision-making and its implementation, to document and update the processes in order to ensure continuity, and to contribute to the operations and to the continuous quality improvement of the current activities of the Association.

Responsibilities

• Act as the central point of contact of the Association for the members, the Executive Committee, sponsors, the publisher, and other parties;
• Be responsible for the general administration and day-to-day management of the Association, including regulatory and statutory matters and membership fees;
• Send and respond to general correspondence with members concerning the Membership, Annual Meetings, General Assembly, Elections, and Review of Finance.
• Support the Executive Committee (Board of Directors), Nominations Committee, Audit Committee, and attend meetings, provide ad-hoc support as required;
• Support Chair and meet regularly, organize and attend the Executive Committee meetings, draft agenda, send invitations, schedule online meetings, collate reports, take and issue minutes;
• Support the President of the Association, organize and attend the General Assembly, send invitations to Members, prepare presentation slides, agenda, check quorum, count votes, draft and issue minutes;
• Support the Conference Manager with the organization of the Annual Meeting and Doctoral Events and attend in person.
• Support the Doctoral Tutorial Chairs with the administration and communications.
• Support the Review of Finance Editorial Team with book-keeping and communications;
• Prepare supporting documents, statistics, and presentations, as required, and draft, circulate, and file the Minutes of the Association meetings, as stipulated.
• Be responsible for the book-keeping of the Association, including invoice management and banking, in collaboration with the Accountant, and support the preparation of financial reports for the Audit and Executive Committees and General Assembly;
• Oversee the financial affairs of the Association in collaboration with the Association Treasurer;
• Manage and maintain the membership process and manage the contact database.
• Manage and maintain the Association website and act as a central depository of information for all Association documents and publications;
• Facilitate networking opportunities for members through social media and other web-based tools in compliance with GDPR;
• Manage the annual elections following the approved procedures;
• Prepare amendments and updates to the Association Statutes, as well as Association bank documents, according to Belgian legislative requirements for international not-for-profit associations;
• Working in the office one day per week and participating in monthly EIASM staff meetings.

Skills, Competencies & Experience

Required:

• Experience in a not-for-profit organisation and a university setting is preferred/desirable
• Organisational and management skills
• Book-keeping, invoice management
• Social and communication skills
• Strong IT skills in the office (Excel, Word, PowerPoint), web administration, apps, automation, digital transformation, and social media
• Flexible, motivated, result-driven driven and proactive
• Fluency in written and oral English and proficiency in at least one other European language are desirable (French or Dutch, particularly helpful)

Required Qualifications

• Bachelor’s Degree or equivalent;

Conditions of employment

• You need to have the right to work in Belgium

Working locations

• Hybrid model, working in the Brussels office and remotely

How to apply

• Please send your CV with a cover letter via e-mail to Professor Jerome Chabanne-Rive, EIASM Executive Director ([email protected]), by no later than 10th June 2025. 

Interviews

• Only candidates whose profiles match the job requirements will be contacted.
• Interviews will take place during the second fortnight of May and early June 2025.

Policies

The personal data which you have provided, and which we may request, in connection with your application, will not be retained beyond 12 months should your application be unsuccessful. If you are appointed, your personal data will only be used for the purposes of human resources management.

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