Position: Office Manager – Executive Assistant - Half-time
Organisation: ecta, the european competitive telecommunications association
Location:
Brussels
Reporting Relationship: reports to the Director General.
Company Background:
ecta, the european competitive telecommunications association, represents those alternative operators who, relying on the pro-competitive EU legal framework that has created a free market for electronic communications, have helped overcome national monopolies to give EU citizens, businesses and public administrations quality and choice at affordable prices. ecta represents at large those operators who are driving the development of an accessible Gigabit society, who represent significant investments in fixed, mobile and fixed wireless access networks that qualify as Very High Capacity Networks and who demonstrate unique innovation capabilities.
Key areas of responsibility:
- Diary management for the Director General and other ecta staff members, including making travel arrangements, setting up conference calls and meeting organisation;
- Coordinating internal and external meetings so that they run smoothly (scheduling, booking rooms, catering, support during the meeting, etc.);
- Maintaining records of meetings and ensuring that action points are followed-up;
- Accurately preparing, formatting and/or verifying various documents (letters, presentations, position papers, etc.);
- Assisting the management of Board- and CEO Council-related administration and planning activities;
- General management of office supplies and contractors, phone and physical reception and electronic and physical filing systems;
- Managing administrative aspects of HR, including holiday and sickness records, personnel files, health, life insurance and pension schemes;
- Managing and inputting accounts information, including raising invoices for conferences and memberships also including maintaining employee expense claims;
- Managing payments of purchase ledger accounts, customer receipts and credit control;
- Supporting events organisation and administration, processing conference registrations, updating the conference website, managing on-site registration and providing other on-site support;
- Updating the ecta website, including uploading of press releases and latest news information, managing registered members on website;
- Updating and maintaining the association databases as and when required;
- Other administrative duties as reasonably requested by the Director.General.
Requirements:
Essential
Bachelor’s or Master’s degree;
- 2+ years of relevant experience in office management/Executive Assistant preferably in a small organisation;
- First-class written and verbal communications skills in English and preferably also in French;
- Good knowledge of the Microsoft Office suite including Outlook, Word, Excel and Power Point and sound understanding of CRM/databases;
- Excellent planning and organisational skills;
- Team-minded, flexible and with a consensual approach and able to work well in a small team;
- Positive attitude, friendly personality and outstanding diplomatic interpersonal skills (in writing, on the phone and in person);
- High attention to detail and dedicated to providing work of excellent quality;
- Assertive, pro-active and able to work on own initiative;
- Ability to cope with pressure and to meet tight deadlines;
- Ability to cope with various simultaneous demands;
- Upholding the highest ethical standards at all times, with high integrity and loyalty, and showing discretion and professionalism.
Will be considered as a plus
- Other languages;
- Good understanding of basic accounting principles;
- Experience with Microsoft SharePoint and Joomla;
- Understanding of and/or experience in the European telecommunications sector, a European industry association or the European institutions;
- Knowledge of conferences and trade shows organisation.
Our offer:
We offer a competitive salary in line with skill levels and experience, plus a comprehensive package of benefits in a vibrant, meaningful and empowered working environment.
How to apply:
Applications, in English, should be sent no later than 30 March 2023 to This email address is being protected from spambots. You need JavaScript enabled to view it., and should consist of (i) a letter of motivation and (ii) an up-to-date CV. Please indicate how you became aware of this job opportunity.
Only applications fulfilling all requested items will be considered.
