Office Manager – Executive Assistant

European Competitive Telecommunications Association

www.ectaportal.com
Closing date 28 March 2020
Location Brussels
Position type Permanent
Role Operations
Education Bachelor's
Experience 3-5 years
Salary
Benefits See below

Job description

Key areas of responsibility

  • Diary management for the Director General and other ecta staff members, including making travel arrangements, setting up conference calls and meeting organisation;
  • Coordinating internal and external meetings so that they run smoothly (scheduling, booking rooms, catering, support during the meeting, etc.);
  • Maintaining records of meetings and ensuring that action points are followed-up;
  • Accurately preparing, formatting and/or verifying various documents (letters, presentations, position papers, etc.);
  • Assisting the management of Board- and CEO Council-related administration and planning activities;
  • General management of office supplies and contractors, phone and physical reception and electronic and physical filing systems;
  • Managing administrative aspects of HR, including holiday and sickness records, personnel files, health, life insurance and pension schemes;
  • Managing and inputting accounts information, including raising invoices for conferences and memberships also including maintaining employee expense claims;
  • Managing payments of purchase ledger accounts, customer receipts and credit control;
  • Supporting events organisation and administration, processing conference registrations, updating the conference website, managing on-site registration and providing other on-site support;
  • Updating the ecta website, including uploading of press releases and latest news information, managing registered members on website;
  • Updating and maintaining the association databases as and when required;
  • Other administrative duties as reasonably requested by the Director.General.

Reporting line

Reporting to the Director General

Requirements

Essential

  • Bachelor’s or Master’s degree;
  • 2+ years of relevant experience in office management/Executive Assistant preferably in a small organisation;
  • First-class written and verbal communications skills in English and preferably also in French;
  • Good knowledge of the Microsoft Office suite including Outlook, Word, Excel and Power Point and sound understanding of CRM/databases;
  • Excellent planning and organisational skills;
  • Team-minded, flexible and with a consensual approach and able to work well in a small team;
  • Positive attitude, friendly personality and outstanding diplomatic interpersonal skills (in writing, on the phone and in person);
  • High attention to detail and dedicated to providing work of excellent quality;
  • Assertive, pro-active and able to work on own initiative;
  • Ability to cope with pressure and to meet tight deadlines;
  • Ability to cope with various simultaneous demands;
  • Upholding the highest ethical standards at all times, with high integrity and loyalty, and showing discretion and professionalism.
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Will be considered as a plus

  • Other languages;
  • Good understanding of basic accounting principles;
  • Experience with Microsoft SharePoint and Joomla;
  • Understanding of and/or experience in the European telecommunications sector, a European industry association or the European institutions;
  • Knowledge of conferences and trade shows organisation.

Our offer

We offer a competitive salary in line with skill levels and experience, plus a comprehensive package of benefits in a vibrant, meaningful and empowered working environment.

How to apply

Applications, in English, should be sent no later than 31 March 2020 to hr@ectaportal.com, and should consist of (i) a letter of motivation and (ii) an up-to-date CV. Please indicate how you became aware of this job opportunity.