Personal Assistant to the Director General
EPHA is a change agent, Europe’s leading NGO alliance advocating for better health.
We bring together the public health community to provide thought leadership and enable change; to build public health capacity to deliver equitable solutions to European public health challenges, such as air pollution, more affordable medicines, and the need for health-enabling food systems, to improve health and reduce health inequalities. As a member-led organisation, made up of public health NGOs, patient groups, health professionals and disease groups, we work with relevant policy and decision-makers to strengthen the voice of public health in Europe.
For a real change agent, capable, courageous, and motivated people are the key ingredient, which is what EPHA can rightfully boast about. Our upbeat, vibrant, multicultural team creates an open, warm and inclusive working environment, while not compromising on its professional edge.
We are looking for a perfect fit: an enthusiastic, highly motivated and proactive professional to provide full administrative and secretarial support to EPHA’s Director General to ensure the smooth management of day-to-day affairs, and the most effective use of the Director’s time. The successful candidate will know how to handle sensitive and complex issues in a professional, confidential, and objective manner.
- Process Director’s inbox, ensuring that incoming emails are dealt with by the Director/or on behalf of the Director, or other staff as appropriate
- Manage Director’s electronic diary, assessing priority of appointments and reallocation when necessary
- Screen enquiries and requests, and deal with them as appropriate
- Assist in following up on matters that fall within the Director’s responsibility, such as chasing responses, following up on actions
- Assist in researching and producing documents, briefing papers, reports and presentations for the Director when appropriate
- Organise meetings and ensure that Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers independently or in collaboration with other staff
- Manage Director’s travel arrangements
- Maintain Director’s office systems, including data management and filing
- Maintain records of the Director’s contacts
- Manage arrangements for the Board and Members’ meetings, including production/distribution of agenda, minutes and papers
- Support any other duties as may reasonably be required by the Director
- Support with talent acquisition and HR tasks such as advertising, application screening, communicating with candidates, replying to queries, arranging interviews
- As part of EPHA’s Organisational Development Team, support organisation in arranging events, office, and admin related tasks
The successful candidate MUST meet the following criteria:
- Educated to degree level or equivalent
- Experienced in assisting at senior management level
- Excellent in using MS Outlook for electronic mailbox and diary management
- Excellent IT skills with a working knowledge of MS Office
- Excellent written and spoken English (bilingual or equivalent), fluent French is a plus
- Able to organise and plan own work (formal project management training is a plus)
- With excellent attention to detail, able to maintain a high level of accuracy
- Flexible and proactive, with the ability to focus, prioritise and re-prioritise when needed
- Able to learn quickly, and to operate under pressure in a fast-paced environment
- Able to deal with sensitive information with loyalty, discretion and confidentiality
- With exceptional interpersonal and communication skills
- Able to work on own initiative
- Able and committed to fit and contribute to a vibrant team culture
- Eligible and able to work in Belgium without requiring a work visa
- Aware of basic labour law regulations to support with HR queries
What we offer:
- Full-time position, based in Brussels, Belgium
- 1 year contract with possibility of extension (funding permitted)
- Salary within a range of 42.500 – 44.300 euros gross/annum plus benefits
- Competitive benefits including health and dental insurance, pension, meal vouchers
- An opportunity to grow and broaden professional experience together with a dynamic, growing multicultural organisation
- Mentorship and network opportunities in public health and in the non-for profit sector
- Flexible working conditions with a generous working from home policy
To apply please send your CV and a cover letter describing your motivation for this position and how your skills, qualifications and experience match the above-mentioned criteria, to firstname.lastname@example.org. Please state “Personal Assistant” in the subject line.
Due to the high volume of applications, only successful candidates will be notified of the outcome of the selection process and invited for an online interview.
- Deadline: 4 June 2023
- Interviews will take place in the second half of June
- Foreseen starting date: as soon as possible (July)