Section Coordinator ANG (h/f)
Our client is an international player in the lobby sector
Provide professional support.(administrative, practical or organizational) to the section and in particular to the section manager to enable the section team members to better organise their work in compliance with the administrative standards, have their meetings organised and ensure proper sharing of information.The section includes direct colleagues of ENTSO-E secretariat (team) as well as ENTSO-E Members related to the section, when operating for ENTSO-E.
Key Activities (Do (verb) What (accountabilities):
Logistic organisation of meetings:Organise meetings according to the section activity planning and as instructed by the meeting organizer (general meeting process or specific needs as instructed). Meetings include recurring or ad hoc sections working groups, workshops, Committees meetings and meetings with stakeholders. It includes physical meetings in the premises (occasionally outside of the premises depending on audience or availability), dinners, web conferences, conference call. Best accommodate availabilities of required and optional participants, fitted meeting rooms, handle registration process if applicable, coordinate with external speakers for material submission, .... Provide instructions and coordinate with relevant ENTSO-E colleagues for proper logistic organisation (meeting rooms, catering). Provide support to participants for specific travel logistics (i.e. support for Visa, suggestions for accommodation bookings, ... ). This might also include participating to several meetings, and taking minutes.
Prepare documents:Collect input to the documents or presentations from several colleagues or members or externals as instructed by the direct colleague or according to the recurrent process in this respect. Prepare a consolidated document, respect the format. Prepare a plan to respect the defined deadline for finalising the documents and remind members or other contributors accordingly. Alert the relevant colleagues on the deadlines and escalate to the document responsible for further assistance if timeline will not be met.
Disseminate information (incl. Share Point): Ensure proper distribution of relevant material to concerned audience (internal or external), highlighting the action points and follow up needed, managing confidentiality as per the defined standards and following the agreed distribution channel. Maintain contact lists up to date. Make sure the documents are available at the right place (incl. proper SharePoint management) for proper consultation and information sharing. With the development of the new SharePoint extranet platform (divided by sections), this task includes also keeping an up to date and clean extranet, and acting as first point of contact for members support for interacting through the collaborative extranet platform.
Follow-Up / Ad hoc requests: Administrative follow-up of tasks deriving from meetings, including sharing decisions, minutes or other documents and be the first point of contact for related issues. Reply to ad hoc requests for documentation. Handle voting tools procedures Written voting procedure: Contact the relevant members representatives for gathering the written decision approval, ensure proper follow up paying attention to the deadlines and the quorum procedure, collect the input, make the relevant analysis, prepare with the Manager the communication plan of the results.
Knowledge and experience indication:
Bachelor degree in secretariat , administration or related field, or equivalent through experience
See above senior duties from additional responsibilities
- A minimum of 2 years experience within the Secretariat is required.
- Demonstrates a depth knowledge of the secretariat structure and organisation, governing bodies and related processes documentation.
- Proven ability to support recurring and key additional coordinator processes, at Secretariat level, and as listed above, for minimum 20% of the working time. The job description should cover 80% of the role. Other tasks are inherent to the flexibility required by the organisation.
Salary and Benefits
- A fixed term contract to replace a sick colleague
- An interesting job within an intenational environment.
- An attractive salary with extralegal advantages for a client located in the heart of the European quarter