We are looking for an Office Manager. In this role, you will support the entire team on a wide range of tasks consisting mainly of organising and supporting office operations.
- You will take charge of the overall office administration.
-You will answer the telephone and general emails, filter calls and emails, respond to general inquiries and take messages where required.
-You will maintain the electronic filing system (internally and member intranet), and will keep all office files in order.
-You are encouraged to develop internal procedures and guidelines to facilitate office arrangements.
-You will take care of the procurement of office supplies, post, as well as the travel arrangements for the staff.
-You will be responsible for the practical preparation of audio/web-conferences and physical meetings in Belgium and abroad for all commissions. This means you take care of meeting room bookings and invitations, and help the involved staff with doodles, invites, reminders, as well as preparing agendas and presentations.
-You can also be asked to help on writing minutes and to follow up on agreed actions points.
-You will organise dinners and provide assistance for hotel accommodation to members.
-You will also help with the bookkeeping and accounting. Tasks include coding and recording of incoming invoices, preparing payments, ensuring payment deadlines are respected, and issuing membership invoicing. For all the above, you will liaise with external suppliers where required, e.g. meeting centres, hotels, accountants, etc. The working language is English.