Management Assistant European Transport Workers' Federation

The European Transport Workers’ Federation has a vacancy for the position of Management Assistant, working under the direct responsibility of the General Secretary.

We are able to offer a temporary contract due to maternity leave of the current employee, with starting date 1 December 2011 and end date 30 April 2012 and salary will depend on the recognisable professional experience. The extra-legal advantages include meal tickets of 7 € and a subscription for the local public transport.

If you are interested in the position as described in the job description which you can find below, please apply as soon as possible by e-mailing etf@etf-europe.org and in any case until 21 November 2011. Only applications by e-mail will be considered.

Job description
Key responsibilities

• General office duties
• Creates and maintains file records, including electronic file records
• Creates survey databases, inputs data received and prepares analysis
• Prepares and organises meetings in Belgium and abroad, deals with arrangements, including interpretation and translation services and liaises with ETF Administration andFinance Services, as well as outside organisations where appropriate
• Assists with project databases
• Collates information and prepares documentation for meetings, actions, campaigns and publications where necessary
• Attends meetings and prepares minutes
• Drafts circulars and other documents
• Deals with routine incoming calls/correspondence/requests for information as appropriate
• Sorts and prioritizes incoming correspondence and responds appropriately
• Responds appropriately to external contacts
• Maintains diaries
• Assists in making travel arrangements
• Maintains web and extranet pages
• Contacts the suppliers such as insurance companies, interpreters, etc
• Handles IT requests from colleagues and is responsible for installing new hardware (pc’s, printers, etc)
• Collaborates with other Management Assistant(s) in order to ensure the good functioning of the Secretariat

Person Specification

• Relevant administrative experience, plus graduate level education or training
• Good knowledge of IT technologies (Outlook, Word, Excel, Powerpoint, Internet…)
• High quality secretarial and administrative skills
• Strong organisational abilities
• Accuracy and attention to detail
• Excellent communication skills
• Able to exercise discretion, judgement and initiative
• Communicate in English and French (fluently speak and write). Knowledge of one or more other languages would be an advantage