Assistant/Secretary for the European Lift Association ()

About ELA (European Lift Association)

ELA, the European Lift Association, represents the lifts, escalators and moving walks associations active in the European Union (EU) or the European Free Trade Area (EFTA). ELA also represents their components manufacturers. Thanks to this very wide representation, ELA has become the main communication vector of the lift, escalator and moving walkways industry to the European Commission, the European Parliament and a range of other institutions and organizations. ELA is currently looking for an administrative assistant/secretary.

Purpose of Position

The assistant/secretary will be the first point of contact for callers and visitors and will be responsible for the meeting rooms – taking telephone calls, welcoming visitors, and booking meeting venues. The successful candidate will also provide general support to the day-to-day running of the office in Brussels and the organization of various meetings and events. He/she will report to the Office Manager and to the Secretary General of the Association.

Essential Duties & Responsibilities

• Handle incoming calls and coordinate messages as needed.
• Provide assistance and support to the Office Manager and Secretary General.
• Day-to-day office management: liaise with suppliers, organize incoming mail and postal services, and maintain office/food supplies and other requirements to keep the office running smoothly including office equipment and office space.
• Administrative and financial work: filing invoices, prepare payments.
• Provide administrative support in booking travel, filing, and updating contacts.
• Provide logistical and administrative support in the organization of internal and external meetings and events.
• Provide ad hoc logistical support to international colleagues for organizing meetings in Brussels.
• Update and manage the website.
• Manage orders of office supplies, courier services, catering, cleaning staff etc.
• Liaise with IT service providers, designers, printers, translators, etc.
• Manage membership fees for members.
• Assist in preparing the annual General Assembly.
• Perform other related duties as required.

Education / Experience

• At least three years of relevant experience in administrative support.
• Secretarial studies is an asset.

Skills Required

• Fluency in French and English – other languages is an asset.
• Excellent communication and organizational skills.
• Excellent computer skills (MS Office, experience with databases, etc.).
• Comfortable in multi-tasking, detail-oriented, and working to deadlines.
• Flexible and adaptable approach to work.
• Basic accounting knowledge.

Compensation

• A challenging position within a leading international association (permanent contract).
• An interesting salary package with fringe benefits.

Application Instructions

If you are interested in applying for this position, please email your resume and a short cover letter to Stella Bedeur clearly indicating “Assistant/Secretary” in the subject line. Please note that only short-listed candidates will receive a reply.

Name: Stella Bedeur, Office Manager

Email: [email protected]