Office Manager

Job Category

Job Experience

Job Location

Expiration Date

22 Dec 2017
spiritsEUROPE  is  the  representative  body  for  the  spirits  industry  at  the  European  level. Its membership  comprises  31  national  associations  representing  the  industry  in  24  countries,  as well as a group of  8  leading spirits producing companies.  spiritsEUROPE  is  currently seeking to recruit an Office Manager in its Brussels-based secretariat.
He/she will be responsible for:
 
Office management: Maintaining an effective and pleasant office environment
  • Organising supplies and equipment, and any necessary works and repairs
  • Managing contracts and price negotiations with office vendors, providers and landlord
  • Coordinating with IT experts on all computers, laptops, software, etc
  • Liaising  with  the  social  secretariat,  landlord,  all  insurance  companies,  and  facility management vendors, including cleaning, catering
  • Managing the office reserve of spirits products
Bookkeeping: Preparing  and transferring  quarterly  data  to the organisation’s accountant, and coordinating with the auditor at the time of the annual audit
  • Invoicing and following up subscriptions to members, and fees for various events
  • Making all online and manual payments, including payroll / meal checks
  • Managing the office ‘General & Administrative’ budget
Administrative support: Answering telephone calls, assisting in mailings
  • Scheduling and organizing in-house and/or off-site meetings, travel and appointments
  • Updating members contacts (database & mailing lists)
  • Organising publications in the Official Journal – e.g. Board, General Assembly, etc
  • Updating the EU Transparency Register & renewal of badges for staff at the EP
Desired attributes of the Office Manager:
  • Ability to take control of office procedures and administration duties; 
  • Expertise  in  organising  meetings  and  appointments.   Should  also  have  experience  with  a variety of office software (email tools, databases);
  • Management skills to ensure the smooth running of the office;
  • At least five years’ experience in a similar job;
  • Fluent English/French speaker.  Proficiency in Flemish will be a bonus.

The  successful  candidate  will  report  directly  to  the  spiritsEUROPE  Director  General. Salary negotiable commensurate with the importance of this position. Ideally, the candidate would be available to take up this position as from mid-January 2018.

Interested candidates should send a copy of their CV along with a cover letter to Ulrich Adam via adam@spirits.eu,  cc: brigaudeau@spirits.eu.
 
THE CLOSING DATE FOR APPLICATIONS IS 22 DECEMBER 2017. 
 
SpiritsEUROPE – rue Belliard 12, bte 5 – 1040 Brussels - +32.2.779.24.23

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