Junior Events & Office Assistant

Région
Brussels
Salaire
Negotiable
Publication
lundi 26 juin 2017
Date limite
mercredi 26 juillet 2017
Réf
554871/001
Contact
Lisa Croisier
Niveau d'expérience
0 à 2 ans d'expérience
Type de contrat
Fixe
Temps de travail
Temps plein

  • Be the right-hand of our Events Coordinator
  • Improve management of administrative activities and office logistics
  • Be the support person on whom the staff can rely
  • Contribute to well-being and happiness at the office

Client Details

My client is a non-governmental organisation based in Brussels, with the mission to improve the safety and security of the people in Europe and beyond with more than 1300 members.

Description

My client is looking for an Events Assistant who will support our Events Coordinator. He/she will also be responsible for managing all administrative and logistics activities that facilitate the smooth running of the office.

The position is multidisciplinary and requires flexibility and adaptation to a rather small (8 employees) but quickly growing and dynamic NGO environment.

Missions & Responsibilities

Events support

  • Assisting the Events Coordinator all along the events organisation process:
    • Invitations and registrations
    • Speakers management
    • Exhibitors and sponsors management
    • Relationships with hotels and venues
    • Coordination of suppliers
    • Other tasks as required.

    Office logistics & administrative tasks

    • Recording office and events expenditures e.g. using Expensify to track receipts/invoices
    • Organising the office layout and maintaining supplies of stationery and equipment;
    • Maintaining the condition of the office and arranging for necessary repairs;
    • Making payments to our suppliers
    • Encoding contacts in our CRM (Efficy)
    • EP badges renewals and similar tasks

    Invoicing and accountancy

    • Raising invoices
    • Making sure the organisation gets paid
    • Arranging financial paperwork of the office e.g. preparation of all documentation for the accountant

    Staff support

    • Booking flights, hotel rooms, taxis, restaurants…etc
    • Responding to telephone and pro-actively providing information when basic request. Liaising with relevant staff when more complex requests, decision making needed, …etc
    • Training (basic tools ) of new staff;

    Meetings/Webinars

    • Scheduling team update meetings, setting up the meeting room and taking notes
    • Setting up the meeting room when meetings scheduled at the office
    • Welcoming guests coming at the office
    • Supporting colleagues in organising and managing webinars e.g. launching webinars, logistic support before, during, after the webinar

    Profile

    Profile

    • Fluent in French and English;
    • Very organised & strong attention to details; Highly reliable; Autonomous;
    • Business with people oriented;
    • Collegiality and willingness to work as part of a team;
    • Eager to continuously learn;
    • Committed to the objectives of the organisation and citizens' rights;
    • IT skills:Strong proficiency in Microsoft Office applications (Excel, Word, Outlook…etc);
    • Experienced use of Customers Relationships Management tools;
    • Strong interest in IT in general a plus;
    • Basic accountancy skills a plus;
    • Based in Brussels.

    Job Offer

    Offer

    • Start asap
    • 6-month contract that will lead to a permanent contract depending on performance;
    • Package to be discussed depending on experience and profile. Includes:
    • Tickets restaurant",
    • Mobile phone contract,
    • credit card,
    • Public Transport,
    • DKV full insurance (including "hospitalisation" + combo "ambulatoire & dentaire");
    • Office hours are Monday to Friday, 8.45 am to 5.25 pm