Office Manager

Job Category

Job Experience

Job Location

Expiration Date

03 Nov 2018

IPEC Europe asbl is looking for an Office Manager to support the smooth running of our operations, offering a 1-year contract with the possibility of a permanent position.

Created in 1992, the International Pharmaceutical Excipients Council Europe, is a not-for-profit association bringing together suppliers and users of excipients in Europe. We are a unique forum for members to exchange good practices and develop harmonised standards for pharmaceutical excipients. For additional information, please refer to our website:

Job Description:

  • Ensure smooth running of the office;
  • Provide administrative support to a growing team;
  • Implement and maintain office administrative procedures;
  • Manage electronic and paper filing systems;
  • Manage finances (in & out invoicing, petty cash, follow-up);
  • Manage office calendars;
  • Organise and support meetings;
  • Format documents and presentations;
  • Answer the general office phone line and direct calls as appropriate;
  • Book travel for the team;
  • Ensure the office is presentable at all times;
  • Manage office supplies;
  • Assist Executive Manager; and
  • Other administrative duties as assigned.


  • Bachelor degree in secretariat or equivalent qualification;
  • 3-4 years experience in a similar position;
  • Proficiency in speaking and writing English and French, other languages an asset;
  • Knowledge of accountancy and bookkeeping;
  • Experience with a Belgian trade association/not-for-profit organisation an asset;
  • Excellent organisational and time management skills;
  • Attention to detail and problem-solving skills;
  • High proficiency in MS Office (especially Word; Excel);
  • Self-starter with ability to work independently and as part of a team;
  • Excellent interpersonal skills and trustworthy; and
  • Willing to work in a small dynamic organisation.

IPEC offers:

  • One-year full-time contract (38h per week); with the possibility of a long-term contract;
  • Lunch vouchers;
  • Pension scheme;
  • Hospitalisation insurance;
  • Contribution to transport costs;
  • Opportunities to initiate projects and be pro-active;
  • Experience in a small but growing not-for-profit association; and
  • Practical knowledge on running a member-based association in the pharma excipient sector.

How to apply:

  • Send (in a PDF format) your CV (no europass!) and a one-page cover letter in English to at the latest by 30 October 2018;
  • Email subject should read “Application: Office Manager”;
  • Starting date: December 2018 (to be discussed);
  • Legal eligibility to work in the EU is a must; and
  • Only selected candidates will be contacted.

IPEC Europe is an equal opportunity employer, which supports diversity and does not discriminate on the basis of race, colour, religion, ethnicity, nationality, gender, age, disability or sexual orientation.

IPEC Europe is committed to protecting and respecting your privacy. Your personal information will be dealt with care and will only be used for the purpose of this recruitment.

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