Adminisrtative Assistant

EUROPEAN YOUTH FORUM AISBL recrute

Description de l'offre

The European Youth Forum (YFJ) is the Platform of Youth Organisations in Europe. Independent, democratic and youth-led, it represents more than 90 National Youth Councils and International Youth Organisations from across the Continent. The Youth Forum works to empower young people to participate actively in society to improve their own lives, by representing and advocating their needs and interests and those of their organisations towards the European Institutions, the Council of Europe and the United Nations.

The Forum is recruiting an Administrative Assistant. The successful candidate will work in Admnistrative and Finance Department under the direct supervision of the Admin-Team Co-ordinator and will report to the Financial and Administrative Director.

The Administrative Assistant main responsibilty will be to provide daily support and assistance in the administrative running of the Youth Forum.

TASKS

• Answering the general phone line: filter the calls, take and pass the messages (through e-mail) to the recipients in house.
• Welcoming and assisting visitors at the Youth Forum office.
• Incoming and outgoing mail (open, register, distribution and archiving).
• Register invitations and keep the invitations file up to date for the Secretary General, in close co-operation with the Governance Officer.
• Organise meetings for Policy Officers (from booking venues, hotels and catering to making sure they stay within budget).
• Information packs for participants: compose and distribute them as requested + send out publications (under the supervision of Communications Officer).
• Ordering and monitoring office supplies (stationary, kitchen, etc.). Includes making sure there is all the necessary stationary at the office (i.e. paper, envelopes, labels etc) under the direct supervision of the Team Co-ordinator (who is having the budget responsibility).
• Manage daily contact with other suppliers (Insurance, Proximus, Rank Xerox, Cullighan etc..)
• Monitoring the balance of the franking machine (when to be refilled) and forward the necessary info and documentation for refilling it (Team Co-ordinator and Administrative Financial Director).
• Calling taxis and couriers as requested.
• If needed, book flights and accommodation for Board members through On-line travel system.
• As being part of the Administrative Team, fulfil the tasks/responsibilities delegated by the Admin Team Co-ordinator and/or the Administrative Financial Director. These tasks are for example copying, processing documents, delivering documents to EU institutions., taking care of coffee and . refreshments for meetings and other administrative tasks.
• Arrange meeting facilities when necessary for staff members.

The employee accepts that, in accordance with the work rules and without prejudice to the legal provisions and regulations, the duties and responsibilities can be adapted in accordance with the needs and the organisation of the employer.

PROFILE OF THE IDEAL CANDIDATE

• 3 years background experience as Executive Assistant or an Executive Assistant Bachelor Degree with a short term experience (at least 3 months internship) .
• Experience with working in a multicultural environment
• A proactive, critical and flexible thinker, and problem solver;
• Ability to travel and to work flexible hours and on weekends, when required;
• Ability to live in Brussels or the surrounding area.

SKILLS REQUIRED

• Fluency in English and French and good writing skills in both languages.
• Very good organisational skills;
• Able to handle last minute requests and stressful situations.
• Sociable and service oriented, at ease in a multicultural environment;
• Able to work under own initiative and as part of a team on a common project;
• Good written and verbal communication skills;
• Capacity to multi-task and coordinate several projects simultaneously, demonstrating excellent time management and organisational skills in stressful situations.
• Computer literacy, with good working knowledge of word processing, e-mail and internet applications.

Complément d'information

The contract is open-ended and full time (35 hours per week) . The gross monthly salary (for a A4 position according to the Collective Bargaining Agreement currently applied at the European Youth Forum) is 2.193 €. 13th month, hospitalisation insurance and other benefits are available. Travel expenses within the Brussels region are covered by the European Youth Forum.

Personne de contact

Tél. : 02 793 75 20