Receptionist and Administrative Assistant

European Organisation for Research and Treatment of Cancer

About the Organisation

European Organisation for Research and Treatment of Cancer (EORTC), established in 1962 and based in Brussels, is a non-profit, pan-European clinical research organization. It conducts translational and clinical trials to improve survival and quality of life for cancer patients, focusing on developing new drugs, surgical techniques, and radiotherapy strategies.

To increase cancer survival rates and patient quality of life, specializing in multi-centre clinical trials that span across national borders. Comprises over 2,500 clinical investigators and researchers across more than 350 hospitals and institutions in over 30 countries, forming a large, coordinated research network.

About the role

The HR Department is looking for a motivated colleague to strengthen its reception team. This is a part-time role consisting of:

• A schedule of one full day (Friday) and one half day (Wednesday afternoon) every week.
• Extra hours may be required to provide coverage during vacation periods and unexpected staff absences.
• The total number of hours will amount to a 50% part-time position, which will be paid monthly.

The Receptionist and Administrative Assistant works under the hierarchical supervision of the Office Manager (Human Resources department). To provide a professional and welcoming reception service, ensuring the efficient management of visitors, calls, and administrative support activities, while contributing to the smooth day-to-day operation of the office.

Responsibilities

Main Responsibilities:

• Front Desk Operations
• Visitor Security and Access Control
• Meeting and Facility Coordination
• Mail and Courier Management
• Office Support and Supplies Management
• Administrative Support and travel arrangements

Activities:

• Welcome visitors: Ensure all visitors are assisted in a friendly and timely manner.
• Manage the front desk: Handle all incoming calls, direct them to the appropriate departments, and manage inquiries.
• Maintain security protocols for visitors: Monitor visitor logbooks, issue visitor badges, and ensure visitors are escorted as required.
• Coordinate meetings, appointments, and lunch orders: Manage meeting room reservations and assist with preparations for client or internal meetings.
• Distribute mail and packages: Handle and distribute incoming mail and courier deliveries.
• Maintain a clean and organized reception area: Ensure the front desk and surrounding areas are tidy and presentable. Back up for travel arrangements: Book flights, hotels, and transportation for executives and staff if required.
• Inventory and ordering office supplies and consumables: Water, tea, coffee, notebooks, pens, cleaning materials, etc. Perform administrative tasks: Assist in data entry, filing, and any other clerical duties when required

Skills, Competencies, Experience & Attributes

Required:

• Flexible working schedules
• Excellent knowledge of English and French
• Excellent organizational skills
• Ability to multitask
• Details oriented
• Good knowledge of MS Office
• Interpersonal skills and customer-oriented, good communication skills
• Team player

Required Qualifications

• Bachelor’s degree or equivalent; 3 years’ experience in administration.

Compensation & Benefits

• Homeworking allowance
• Permanent contract
• Reimbursement of public transport
• Pension plan
• Hospitalisation insurance and ambulatory care
• Meal vouchers
• Free parking
• Wage according to our Non-Profit organisation status
• 30 days holiday

Working locations

• Brussels, Belgium

How to apply

• Apply on our website

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