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Job offer - Office Manager

Based in Brussels, Belgium

The three associations IOFI (International Organization of the Flavor Industry), IFRA (International Fragrance Association) and the European Flavour Association (EFFA) are looking for an Office Manager to join their team. We are representing the interests of European and global flavour and fragrance companies and national associations.

The three associations are sharing an office environment in Brussels which serves as the operational center for them. The center serves as the platform for discussions and hosting internal member events and external high-level events for the international flavour and fragrance community every year.

Part of the position will be allocated as secretarial support for one of the associations (EFFA). The Office Manager will report to the EFFA Executive Director.

We are currently looking for an Office Manager (3 Associations) & Assistant (EFFA) to complete our team as soon as possible (80% position). This is a shared position, i.e. 40% EFFA and 20% for IFRA and IOFI, respectively.

Office Manager & Assistant

As Office Manager you will be in charge of the overall office management, the administration, logistics, orders related to all the activities of the associations. You will be part of a multi-cultural team and work mainly directly with one of the Executive Directors (EFFA).

You are expected to have a high level of autonomy at work, taking full responsibility of your tasks while having a great teamwork spirit and service-oriented mindset. You will communicate with senior-level internal and external contacts. You have a high level of tact, diplomatic skills and integrity.

Main Tasks as Office Manager (40%) for the three associations

You will be fully integrated in an energetic and lively team. You are pro-active and have a can-do attitude. You will be responsible for the following:

  • Ensure the smooth day to day running of the office including the phone and IT infrastructure
  • Provide technical support for internal meetings
  • Act as key contact for the building management and manage the lease agreement and repair works
  • Maintain oversight, inventory and order office supplies
  • Coordinate all contractors for facility management
  • Develop filing system (online/offline) on office management related documentation
  • (External) IT support/security
  • Develop procedures and structures for effective office management
  • Perform other duties as assigned by EDs
  • Act as focal point for safety, well-being, healthy working environment as well as environment & sustainability within the office
  • Act as team focal point internally on office management related matters and proactively contribute to further building our proactive team culture
  • Proactively communicate and bring to the attention of the 3A’s matters for decision making

Main Tasks EFFA Assistant (40%)

EFFA is a small European association and consists of 4 staff. The support for the EFFA Secretariat consists mainly of (but not exclusive):

  • Travel arrangements
  • Organise internal and external meetings
  • Event organisation
  • EFFA calendar management
  • Organise and update EFFA databases
  • Overseeing conference calls (technical)
  • Prepare meetings
  • Document management
  • Other duties as assigned

You have

  • A university degree or equivalent (bachelor level)
  • At least 10 years of relevant professional experience preferably in a European or international trade association in Brussels
  • A strong work ethic and dedication to serve
  • Familiarity with Belgian administrative procedures
  • Solid organisational, communication and writing skills, with attention to detail
  • Ability to work within tight deadlines
  • The ability to work efficiently and independently within a multidisciplinary and multinational team
  • An excellent command of English and French (written and spoken). Any other language is an asset (esp. German)
  • Excellent computer skills (MS Office)

We offer you

  • A stimulating and inspiring international work environment with a multicultural team
  • Ample opportunity to unfold your creativity
  • Interaction with a variety of companies and organisations in Europe and globally
  • The opportunity to serve an innovative and dynamic industry
  • A competitive salary package

Do you feel motivated by the description and believe you can make a strong positive contribution to our organisations? Please send your CV and cover letter (in English) to Alexander Mohr, Executive Director EFFA by 15 November 2021.

Starting date as soon as possible but no later than 1 January 2022. Only shortlisted candidates will be contacted. The position is based in Brussels, Belgium, initially as a 6-month contract (80%) (CDD) under Belgian law – with the possibility of extension (CDI).