(Junior) Executive Assistant M/F

A.SPIRE

(Junior) Executive Assistant M/F

A.SPIRE

Brussels, Belgium

A.SPIRE is a non-profit European Association managing and implementing the Processes4Planet Partnership (and previously SPIRE Partnership), an instrument of the European Commission’s programme for research & innovation, Horizon Europe. It represents ten European industrial sectors (cement, ceramics, chemicals, engineering, minerals and ores, non-ferrous metals, pulp&paper, refining, steel and water) and the research & innovation interests of more than 170 members (companies, research & technology organisations et al.). The mission of A.SPIRE is to ensure the development of enabling technologies and best practices along all the stages of large scale existing value chain productions that will contribute to a resource efficient process industry.

JOB DESCRIPTION

As Junior Executive Assistant, you will be in charge of the support to A.SPIRE team on aspects related to the administration, logistics, dealing with suppliers and contracts, supplies and membership administration aspects and in the scheduling and organization of meetings and events. You will also manage the agenda of the Executive Director and will support her directly in the organization of the Board meetings.

You are expected to have a high level of attention to detail, capacity for multitasking and to self organise yourself taking full responsibility of your tasks while having a great teamwork spirit. You will communicate with senior- level internal and external contacts and will be regularly exposed to confidential data. You will have a high level of tact and integrity due to the sensitive nature of information and the tasks to be performed. You will keep track of the discussions on the content and strategic developments of the association.

You will be expected to develop autonomously in your roles in a short time within the junior position. You will also be expected to develop in this position from a junior to a fully autonomous role becoming a mainstay for the Executive Director and the team. This would include, in future, your support also on financial and content- related aspects of the association (e.g. financial aspects, Board minutes, contribute to other tasks to support A.SPIRE members and the Partnerships’ projects, or present A.SPIRE to potential new members).

YOUR ROLE (JUNIOR EXECUTIVE ASSISTANT)

AGENDA, MEETINGS AND EVENTS:

  • Manage the Agenda of the Executive Director and support her in the follow up of meetings;
  • Manage the organization of workshops, meetings and events (e.g. logistics and communications to stakeholders and invited speakers; organisation of the regular meetings with our Board of Directors and General Assembly);
  • Agenda management of the Association activities and preparation of letters, layouts, presentations, e-mails;
  • Operate A.SPIRE internal tools e.g. SharePoint, communication, survey and on-line voting platforms.

MEMBERSHIP AND OFFICE SUPPORT:

  • Dealing with the process to approve and welcome new members;
  • Handle membership invoicing and maintain accurate records for membership database;
  • Dealing with the communication and information with potential new members and with current members;
  • Elaborate stats and reports on membership;
  • General secretarial tasks (organise high-level meetings, take draft notes, control quorum, support in the application of A.SPIRE Statutes and Internal Rules...);
  • Office administration tasks (staff issues, training, paperwork, office supplies and equipment, inventory…);
  • Manage relation with providers: setting –up all contracts and follow-up of the activities of contracts related to admin and costs related tasks;
  • Dealing with invoices and keeping the registry of costs;
  • Coordination with accounting and HR service providers;
  • Entering/ Preparing incoming and outgoing invoices and payments system;
  • Dealing with members and other stakeholders (mail, telephone, in meetings);
  • Organise and maintain contacts data base, considering GDPR A.SPIRE policy;
  • Organize and maintain centralized filing systems (on line and off line);
  • You will support the Executive Director and team for the fulfilment of our statutes in all the activities of our association.

QUALIFICATIONS AND EXPERIENCE

  • Degree business management or international relations. (Or related studies);
  • Minimum 2 years of experience in administration or other field related to this position with excellent performance;
  • Excellent organizational skills, with capacity to retroplan, and attention to detail.

TECHNICAL SKILLS AND LANGUAGES

  • Excellent spoken and written English and French. Other languages are an asset;
  • Very good writing skills;
  • Administration skills;
  • Budget skills are an asset;
  • Advanced IT skills including Microsoft Outlook and MS Office (Word, Excel, CRM, database. SharePoint and other communication or collaborative tools);
  • Knowledge of CRM, data analytics tools and other IT tools is a plus.

OTHER SKILLS AND REQUIREMENTS

  • Capacity to work with complexity and to resiliently deal with multi-tasking is essential;
  • Capacity to take full responsibility of assigned responsibilities and work autonomously in short time is essential;
  • Knowledge and experience within the European context in Brussels will be highly considered;
  • Should be proactive, well organised, flexible and highly capable of anticipating to needs;
  • Problem solving and capacity to deliver high-quality results;
  • A team player with real social and communication skills and good at relating with a large number of stakeholders in a collaborative and helpful spirit;
  • A sense of diplomacy and community is very important;
  • Ready to work with us in a small team and also with our members and other stakeholders, with whom you will exchange a lot of e-mails and phone calls;
  • Flexible availability for events and other ad-hoc meetings in Brussels and Europe is needed (including availability to travel).

In A.SPIRE, we really enjoy working together in a good, happy and positive team spirit. You will be integrated in a dynamic, stimulating and challenging work environment. You will work in a cross-sectorial, innovative and international setting focusing on future-oriented services.

Our policy is of non-discrimination on virtue of gender, origin, religion or other.

By applying for this position, you agree that your data are processed by A.SPIRE and stored in A.SPIRE’s database until the recruitment process will be completed.

Starting date: immediate

Ready to join our team?

Send your CV (maximum 2 pages) and cover letter to Evelina Paunksnyte (epa@aspire2050.eu) by 17 August latest.

Don't forget to mention BrusselsJobs when applying.

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© EuroJobsites 2022

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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