Secretary

Become the backbone of a collaborative team and help drive seamless operations.

Secretariat in general, including bull; administrative support to General Secretary and other staff members bull; liaise with the office landlord, suppliers and contractors to keep the office welcoming and in good shape bull; support the events organisation, i.e. the practicalities (hotel, venue, catering, ...) for the yearly “National Association Meetings, “International Harmonisation Council” and a “Summit rehearsal” Suppliers bull; Scouting if needed bull; Organizing, ordering & reception of all office supplies, drinks, etc bull; Contact with suppliers: e-mail correspondence, telephone requests bull; Price quotations, ordering with approval of General Secretary bull; Filing of contracts bull; Ordering & follow-up of maintenance/repair of material, machines bull; In contact with the cleaning service and plants’ service Building bull; Access badges bull; Contact with representative of the building workers for the organization and timing of works (avoiding noise & disturbance for & visitors on our busy meeting days) bull; Responsible for evacuating & visitors in every case of alarm and during building escape exercises.

Sending report to the building representative afterwards. bull; Organise maintenance of kitchen machines Mail bull; Opening and distribution of mail bull; E-Mailing of invitations to Summits bull; Checking incoming mail, answering, forwarding bull; Clearing inbox of all possible junk, clear spam box Insurances (except for insurances linked to staff) bull; Follow-up of insurances bull; Fluent in English (written and oral). (French, Dutch or other languages are appreciated) bull; Experience in a similar function bull; Knowledgeable in IT (Microsoft Word, Excel, PowerPoint, SharePoint)