Job Vacancy – Office Assistant at FACE

The FACE Secretariat is looking for an Office Assistant to assist with the smooth running of the Federation. The post-holder will be responsible for the delivery of office services, member services, and personal assistance to the Secretary General.

MAIN TASKS & RESPONSIBILITIES 

Office service:

  • Ensure correct and timely submission of staff bureaucracy (timesheets, insurance forms, expense claims)
  • Update and maintain records management for insurance, audit, and legal purposes
  • Carry out office facilities assistance, in-house meeting organisation, and stocking/supplies services
  • Assist with bookkeeping and general administration
  • Carry out receptionist duties/clerical services

Member services

  • Act as staff liaison to FACE Members
  • Distribution of official FACE communication to Members
  • Data collection from Members and analysis of replies
  • Administration of the Members database (contact list and distribution lists)
  • Organisation of FACE Governance meetings (Logistics, Programme, Agenda, Meeting packets)
  • Support in organising the meetings within the FACE Regions or the FACE Membership
  • Work with the Secretary General to increase value and benefits of FACE membership

Personal assistance to the Secretary General

  • Support the administration of the Secretary General in terms of travel and logistics, bureaucracy
  • Ad hoc research and data compilation

PROFESSIONAL PROFILE AND REQUIREMENTS

Essential

  • Administration qualification or equivalent
  • French native speaker, fluent in English (and happy to work in a multi-cultural working environment)
  • Proficiency in the MS Office Suite (Word, Excel, Power Point)
  • Attention to detail
  • Strong organisational skills
  • Good time management
  • Autonomy
  • Friendly nature

Desirable

  • Relevant professional experience

OFFER

Terms: Permanent contract (CDI)
Occupation: Part time with range from 60% to 80% occupation. Potential to increase to full time.
Location: Brussels, Belgium
Stating date: September 2022

APPLICATION PROCEDURE: Applications should be submitted in English and include a CV and cover letter.
Please send applications by email to recruitment@face.eu  by 31 July 2022 including in the subject line: FACE Office Assistant, First name, Last name.

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