Offre d'emploi : Office Assistant / Receptionist in a European Association

Région
Brussels
Salaire
Negotiable
Publication
lundi 19 septembre 2022
Date limite
jeudi 3 novembre 2022
Réf
JN -092022-5762787
Contact
Lisa Croisier
Niveau d'expérience
0 à 2 ans d'expérience
Type de contrat
CDI
Temps de travail
Temps plein

The Office responsibilities is to welcome visitors and to provide support to any guest coming and will ensure a smooth running of the office in general and of the meetings organisation

Client Details

The European Association is an international non-profit association based in Brussels with 38 European Member Countries active in the medical sector. The company is located in the city center of Brussels and near to a train station

Description

  • Presenting a professional, welcoming first contact to all clients, board members, staff, … by phone, by e-mail and in person;
  • In charge of the reservation and validation of meeting rooms, including set-up, logistics, catering and display material to welcome the visitors in a timely manner;
  • Ensuring the smooth-running of the switchboard and managing the Association general e-mail address, replying directly to requests or transferring the message effectively to the most appropriate person;
  • Observing the flow of persons entering and leaving the building to ensure maximum security, asking them to sign the visitor list when having individual meetings;
  • Providing administrative support to the Head of Human Resources and Office Services, in the procurement process and supervise office contracts (services), including catering, restaurants, hotels, travel agents, etc.;
  • Processing the corporate invoices including the filing;
  • Responsible for incoming and outgoing mail, shipping and receiving;
  • Keeping office equipment maintained and arrange for necessary repairs;
  • Responsible for coordinating supplies and maintenance of storage areas including the basement;
  • In charge of the reservation and validation of hotels and restaurants when needed;
  • Ensuring the regular update of internal listings, including entry and parking badges, telephone lists, tick off lists,
  • Manage online and paper filing systems;
  • Helping organising staff events;
  • Acting as a contact point for the staff regarding all office service facilities;
  • Fulfilling other responsibilities and tasks in the interest of the organisation, as mandated by the Head of Human Resources and Office Services or by the Association Director.

Profile



Education & Experience

  • Bachelor's degree in administration with a minimum of 3 years of experience as a receptionist or in a customer service unit
  • Proven successful experience as receptionist and office-management
  • High standard of spoken and written English, knowledge of other European languages appreciated
  • Experience in academic or not-for-profit environment


Specific competencies

  • Good knowledge of office services facilities organisation
  • Good, practical working knowledge of MS Office systems (especially MS Word, Access, Outlook, Excel and PowerPoint)
  • Good verbal and listening communication skills


Other competencies

  • Service-oriented attitude with strong sense of purpose and drive to make a meaningful contribution
  • Commitment to deliver on tasks allocated and respond in a timely manner to deadlines
  • Organized with the ability to prioritize and multi-task and work under pressure
  • Reliable with patience and professionalism
  • Team-orientated work ethic
  • Customer focus
  • Flexibility and adaptability to changing workloads
  • Action-oriented, responsible, and self-managed, creative and willing to take initiatives and continuous improvement minded
  • Good inter-personal and communication skills within a multi-national context, including diplomacy, discretion, and confidentiality
  • Positive and constructive attitude in an evolving environment

Job Offer

Interesting package/ Salary and international environment

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