Office Manager

Office Manager

SACAR - Joint Secretariat of Agricultural Trade Associations

Brussels, Belgium

SACAR aisbl, a Brussels-based not-for-profit organisation managing several European & international trade associations representing businesses active in the trade of agri-food products, is looking for an OFFICE MANAGER (part-time) to start as soon as possible.

TASKS & RESPONSIBILITIES:

The Office manager will be responsible for the overall operational and administrative functioning of the office. She/he will directly assist, work with and report to the SACAR Managing Director, as well as provide ad-hoc support to the SACAR staff members for some specific administrative & operational tasks.

Key areas of responsibilities will be (non-exhaustive list):

OFFICE & OPERATIONS MANAGEMENT:

  • Office management & operational running of the office:
    • Basic administration: database management, filing and record-keeping, management of internal activity planning (meetings, deadlines, business trips, etc.);
    • Legal compliance;
    • Operational systems and logistics; management of IT systems;
    • Liaison with building administrators and various service-providers;
    • Negotiation and follow-up of operational contracts;
    • Any other general administrative tasks required for the optimal functioning and maintenance of the office.
  • Human resources and staff coordination:
    • Payroll and associated tasks;
    • Holiday planning;
    • Staff rules and regulations; Health & safety;
    • Operational staff coordination.
  • Financial management & administration of SACAR and all serviced associations as required:
    • Invoices and payment systems; staff expenses reports;
    • Financial administration and basic bookkeeping tasks;
    • Preparation of monthly bookkeeping reports and inputs for VAT declarations;
    • Annual financial reports and annual budgets;
    • Liaison with the bookkeeper and external auditor as required.

COMMUNICATION SUPPORT AND LIAISON WITH MEMBERS:

  • Support staff members with:
    • Production, editing, layout (Word, PPT), proofreading and circulation of information and communication material (newsletters, websites CMS, extranet and other online & social media tools);
    • Management & maintenance of internal databases & production of analytical reports.
  • Liaison with members of the serviced associations:
    • General mailings & basic information flows to members and Boards of the serviced association;
    • Maintenance & management of membership and contacts databases.

MEETING SUPPORT:

  • Organization and coordination of workshops, internal and external meetings and events for all the serviced associations as required.

For the time-being, tasks will be limited to operational support of video-meetings and workshops organised by the serviced associations (registration system, meeting support – IT tools, presentations).

REQUIRED PROFILE:

Education and experience:

  • Post-secondary graduate studies or vocational training as management assistant, executive assistant, administrative officer or equivalent;
  • A minimum of 3 years of professional experience in a similar position;
  • Previous experience in a European trade association and/or an international not-for-profit work environment;
  • IT skills: Microsoft Outlook and MS Office, in particular Excel and database tools;
  • Experience with bookkeeping and financial administration;
  • Familiarity with website maintenance, most standard CMS (e.g. WordPress), production of online newsletters and other communication tools. Knowledge of Adobe Creative Suite an asset.

Skills & Abilities:

  • Team-player with a positive and a ‘can do' attitude;
  • Able to work autonomously & with a strong sense of initiative, as well as fit easily into a team;
  • Excellent interpersonal and communication skills with a sense of diplomacy;
  • Ability and flexibility to work on multiple tasks simultaneously and autonomously, to deliver results under pressure and to stick to deadlines;
  • Native/near-native written and spoken French and English is a must, Dutch and other EU languages an asset;
  • Attention to details, efficiency, strong time- management skills;
  • Must be comfortable to work in a multi-cultural team and within a small office environment.

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© EuroJobsites 2020

EuroJobsites is a registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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