Our client is an international federation representing the interests of its members towards the EU institutions. Their human-sized and multinational office (+/- 10 people) is located in the Arts-Loi area. They are currently experiencing a significant growth and are currently looking to recruit a diligent Office Manager on a permanent contract basis. This is a newly created position.
Purpose of the role
Reporting to the Secretary General and his Deputy, you will be in charge of ensuring the smooth running of the office with a particular focus on budgeting & financial administration.
Job Description
Operations (80% of the time):
* Organising office operations and procedures
* Scheduling meetings and appointments
* Managing contract and price negotiations with office vendors, service providers and office lease and liaising with them thereafter
* Placing orders (catering, office supplies)
* Assisting in the onboarding process for new hires
* Addressing employees’ queries regarding office management issues (e.g., stationery and travel arrangements)
* Preparing meeting rooms
* Providing general support to visitors
Financial administration (20% of the time):
* Assisting in preparation and management of the association budget, ensuring accurate and timely reporting
* Ensuring coordination of outgoing invoices and timely payment of incoming invoices
* Liaising with accountant and auditor, preparing the necessary documents for the yearly audit
* Following up the cash flow and keeping an eye of the association finances
Profile:
* Bachelor’s Degree in Office Management, Accounting or equivalent in experience
* At least 5 years’ experience in a similar role and at a similar level
* Strong IT skills (Word, Excel, knowledge of a CRM is a plus)
* Knowledge of an accounting system is a plus (e.g., Winbooks)
* Fluency in English and French (C1+/C2 – written and spoken) is essential
* Very good team spirit (you will team up with the Office Assistant), leadership and communications skills
* Trustworthy, responsible and accountable
* Focussed, structured and composed
* Hands-on and flexible
* Ability to multitask and to prioritise (the position is multifaceted and will involve working with various team members)
* Presentable (the role will involve contact with senior industry representatives and EU officials)
* A commitment to the values and goals of the European Union
Offer:
* Starting date: ASAP!
* A permanent and full-time contract
* A competitive salary with a complete benefits package (luncheon vouchers, group insurance, DKV (including ambulatory and dental insurance), 24 holiday days
* The position is primarily based on site in Brussels, however occasional homeworking days can be granted (to be discussed)
* A motivating and challenging role within an influential international trade association
* Opportunities to work and develop in an international environment
* A human-sized, dynamic and closely-knit team.
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