Ecsite is looking for a experienced, dynamic and autonomous Office Manager willing to contribute to this organisation. This position is open to male and female applicants. Ecsite, the European network of science centres and museums, is a non-profit international association with 400 institutional members. The common thread uniting these institutions is a commitment to public engagement by communicating science through accessible, interactive exhibits and programmes. Ecsite connects member institutions through projects and activities and facilitates the exchange of ideas and best practices on current issues. To this end, Ecsite offers different services to its members, is involved in numerous collaborative projects – many of which are co-financed by the European Commission – and organises a five-day Annual Conference that welcomes about 1,000 science communication professionals and includes an exhibition area.

Place in the organisation and working environment

The Office Manager works within a team of six full-time employees. S/he reports to the Executive Director and works closely with the rest of the team. The position is service-oriented and impacts all the activities of Ecsite. The working environment is an open space area. The candidate should feel comfortable working in a flexible, association-type structure. The Ecsite office is located very close to the Central Station in Brussels. The working language of Ecsite is English.

Tasks

A. Relations with members and with the governance bodies of Ecsite

• Keep membership database updated and operating efficiently
• Structure and analyse data information on membership
• Collect membership and registration fees
• Provide information when needed to the members, the Board and the various committees

B. Communication

• Compose correspondence/reports for the staff’s signature
• Record incoming and outgoing post mail and appropriately distribute incoming mail
• Handle phone and email inquiries, provide written and verbal answers and/or dispatch appropriately
• Perform phone/email surveys as needed
• Welcome visitors to the Executive Office and see to their needs and comfort

C. Meetings, Travels and Events

• Arrange meeting facilities and appropriate logistics including conference call systems
• Take minutes at meetings for the Executive Director
• Arrange travel for the Executive Director and prepare itineraries and trip files. Book meetings.
• Contribute to the organisation of special events, particularly the Annual Conference and the Director’s Forum.

D. Administration

• Establish employments and subcontracting contracts, ensuring these comply with Belgian social legislation, liaising with the Social secretariat and other stakeholders
• Check and perform all legal mandatory obligations to be fulfilled by the organisation
• Establish the monthly salary declaration to the social secretariat. Revise and improve the actual procedures
• Collaborate to the establishment of any new contracts

E. Information Management

• Set up and manage the filing system and file all correspondence
• Set up storage systems including archives and implement relevant procedures
• Ensure IT equipment and software are regularly updated

F. Office management

• Maintain adequate office supplies
• Ensure the maintenance of office premises and equipment (including management of maintenance contracts with service providers and office material supplies, liaison with landlord, etc.)
• Provide an active contribution to the life of the organisation

G. Accounting tasks

Under the supervision of the accounting firm of Ecsite :

• Organise and monitor the registrations to events and activities organised by Ecsite, particularly the Annual Conference registration and on-site registration
• Manage the petty cash
• Prepare the expenses statements relative to the travels and to other small expenses

Requirements

You are experienced, proactive, structured and very well organised with interpersonal and communication skills, you like challenges and you have the following knowledge, skills and competencies:

• Excellent English. Fluency in French or Dutch. Any other language would be a plus
• Very good knowledge of Excel, Word, Outlook and PowerPoint and the willingness and ability to learn new software applications
• University degree or equivalent experience
• Knowledge of administrative and business principles. Ability to handle data, figures, statistics
• Knowledge of the Belgian social legislation
• Structured, clear and professional communication skills
• Accuracy and good attention to detail
• Good typing speed
• You are willing to work autonomously, are service-oriented, have the ability to work in a small, dynamic and multicultural team, and are flexible and innovative.
• The work requires two or three travels per year for periods of four to eight days.

Terms and conditions

• Attractive conditions are offered and will be adapted depending on experience
• Applicants must be able to legally live and work in Brussels. The contract will be permanent and subject to Belgian social security and taxes
• Ecsite is committed to providing an equal opportunities work environment.