Office Assistant (Education Department)

Our client, a European non-profit organization, is looking for an Office Assisant.

Description

Under the supervision of the director of Education department, you will be responsible for the coordination of administrative and logistic tasks, including:
  • Ensure organisation and coordination of seminars, conferences, meetings and events (from A to Z)
  • Preparation and sending of invitation to participants as well as all documents necessary for the event
  • Organising and booking events (transport and accommodation for participants, venue, meals, interpretation etc.)
  • Negotiation with suppliers and preparation of contracts and tenders, taking into consideration the rules laid down by the European Commission and by the internal rules
  • Attending project meetings when appropriate etc.
  • Administrative support to the department
  • Undertaking general administration including word processing, dealing correspondence, photocopying, sending of letters, contracts, mailings, reports and documents
  • Maintaining up to date office filing system and archive in database
  • Providing a contribution to CRM database
  • Collecting and providing project information to staff team on a regular basis
  • Ensure financial follow-up of projects/ activities
  • Supporting project officer, including preparation of documents and follow-up on timelines and deliverables
  • Maintaining up to date projects information and projects follow-up (lists of participants, reimbursements forms, expenditure, contracts, invoices, purchase orders etc.)
  • Controlling project budget in terms of expenditures according to the work plan (receiving and checking invoices, claims of reimbursement etc.)
  • Performing other duties as the supervisor may request/deem necessary

Your profile

  • At least 3 years’ secretarial and administrative experience or related tasks, experience in a non-profit organization would be an asset.
  • Good knowledge of ITC tools (Excel, Outlook, SharePoint and Word).
  • Excellent knowledge of English and French (working languages)
  • Reliable, well-organised with a good team spirit and excellent planning and coordination skills.
  • Able to adjust to multiple tasks and prioritize the work.
  • Pro-active, flexible and able to organize the work independently with a strong sense of responsibility and attention to details.
  • A positive attitude, very good writing and communication skills, solid inter-personal skills, ability to work in in a multicultural environment

Offer

Our client offers you a temporary contract from 2 November 2022 until 30 April 2023 (replacement of maternity leave).

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