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

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

• 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

• 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

• 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