Office Manager and Personal Assistant to the Director General

The European Association of Chemical Distributors (Fecc) and IPEC Europe based in Brussels, seek to recruit an Office Manager and Personal Assistant to the Director General.

This is a full time position, the assistant shall work 50% of the time for each association. The assistant shall be responsible for the various elements of the job description listed below.

Tasks and Responsibilities:

• Receives and screens telephone calls, letters and welcomes visitors, answering routine questions and obtaining and furnishing information including diary management to save supervisor’s time.
• Administers invoices, purchase orders and follow-up of payments.
• Schedules appointments and arranges meetings, travel, and supports at events and congresses.
• Responsible for set-up and dismantle of meeting room, refreshments and lunch..
• Orders office supply, checking the delivery and making sure that all office supplies needed are available any time.
• Organizes and maintains files of supervisor’s correspondence and records, following up on pending matters with limited direction.
• Drafts correspondence for supervisor’s final approval.
• Manages databases (researching contacts, creating databases, updating/managing data).
• Assists in updating websites, maintenance of external contacts’ database, mail-merging;
• Produces a variety of correspondence, reports, and presentations using the appropriate software for word processing, graphics and spreadsheets.
• Organises and expedites flow of work through supervisor’s office and initiates any follow-up action.
• Prepares reports, gathering, analysing and summarising data.
• May write minutes of meetings.

Profile and experience:

• Have a third level education Diploma in Office Management /communications or similar;
• Secretarial and office management experience;
• Fluent in English both oral and written and fluent French. Other languages are an advantage;
• Have excellent written and communication skills;
• Be autonomous, pro-active, confident and able to deliver highly-professional work in an international context;
• Highly organised and detail oriented
• Excellent IT skills and able to work with MS Office tools
• Experience with Trade Associations is an advantage.

Applicants are asked to submit a motivation letter (maximum 1 page) mentioning the required salary and a CV (maximum 2 pages) in English by email to assistantfecc@fecc.org. The email subject should read: ‘Application: Office Manager and Personal Assistant’. Application deadline is Monday, 31 March.

Only successful candidates will be contacted.

The successful candidate will be expected to start as soon as possible.

About Fecc
The European Association of Chemical Distributors (Fecc) is the voice of the chemical distribution industry in Europe. Fecc promotes the chemical distribution industry in order to ensure a sustainable business environment for the chemical distribution sector in the short, medium and long term.
For additional information, please refer to the web site: www.fecc.org

About IPEC Europe
Initially created in 1992, IPEC Europe, the International Pharmaceutical Excipients Council Europe, is the only European association bringing together producers, distributors and users of pharmaceutical excipients.
For additional information, please refer to the web site: www.ipec-europe.org